INTENT TO AWARD POSTING Solicitation Number Competitive Solicitation Description Attachments (if applicable) Proposed Vendor Notes ITN 15TM-122 Off-Campus Housing Solutions Best and Final Offer Evaluation Matrix; Best and Final Offer Housing Analysis; Best and Final Offer Ranking Sheet The Lake Lands Development, LLC d/b/a Big Oaks Apartments This is not an acceptance of any offer. This award shall be subject to, and contingent upon, the University obtaining a final approval from the University President and securing University parking & security. Date/Time (EST) Posted March 6, 2015 4:00 P.M. Date/Time (EST) Removed March 11, 2015 5:00 P.M. Authorized University Representative/Issuing Office Kari L. Kennedy, CPPB 4700 Research Way Wellness Center Mail Room Lakeland, Florida 33805-8531 Any vendor/interested person who is disputing the specifications or is adversely affected by a decision or intended decision concerning this competitive solicitation or contract award and who wants to protest such specifications, decision, or intended decision shall file a protest in compliance the Florida Board of Governors' regulations. Failure to file a protest in accordance with Florida Board of Governors' regulation 18.002, or failure to post the bond or other security as required in BOG regulations 18.002 and 18.003 shall constitute a waiver of protest proceedings.
ITN 15TM-122 Off-Campus Housing Solutions BAFO Evaluation Criteria Matrix Summary Lake Lands Development, Big Oaks Apartments Shant Hotel, Dykes, Everett & Company, Quality Inn Strengths Weakness Strengths Weakness Availability of bedrooms and beds to accommodate University needs Met University needs Met University needs Proposed structure and site (characteristics of construction, upkeep of structure) to accommodate University needs No construction required Will require I.T. enhancements and security system enhancements Will need major capital improvements (roof, HVAC, and kitchen etc. repair). Will require major programming (carpet and bed cleaning, painting, etc.) Cost (Absolute pricing) Comparable to current University Housing pricing Would require remarkable fiscal responsibility from the University for lease payments University will be required for all associated costs University will be required for all associated costs, including operations and staff. Additional Costs Financial flexibility, Discounts Will waive application and adminstrative fees A 3 year term would inclue a $100,000 rental credit for the first year of the lease in consideration for the commitment and needed repairs.
Lake Lands Development, Big Oaks Apartments Shant Hotel, Dykes, Everett & Company, Quality Inn Strengths Weakness Strengths Weakness Lead time required; availability 60 days 4/1/2015 Full kitchen. Students will be fully resposnible for meals. Remarkable renovations are required. University would be resposibile for all associated costs. University would be responsible for establishing a functional kitchen with operating staff. Kitchen facilities University would be responsible for furnishing. Furniture established in rooms. Minimal costs associted with furnishing large reception room and study room. Furniture Students would have their own washer and dryers located within their apartments. $35.00 per, per apartment for rental fee. Industrial washer and dryers; 2 coin washer & dryers Laundry facilities More of a variety of options; pool, outdoor grills, clubhouse; movie theater Students would be required to share amenities with other residents. Cost associated with using clubhouse. No ability to have all students on grounds for University function Large outdoor and pool area University use only Large recreation and study room Large recreation room will require modifications. Additional amenities 2 spaces per apartment University use only Parking Utilities University would be responsible for all costs University would be responsible for all costs.
Lake Lands Development, Big Oaks Apartments Shant Hotel, Dykes, Everett & Company, Quality Inn Strengths Weakness Strengths Weakness Technology capabilities Univesity would be required to upgrade connectivity Univesity would be required to upgrade connectivity Adequacy of space to benefit the educational goals Common area is large enough to accommodate Cost asscoaited with large common room No space for 'break-away' study groups or tuitoring Ability to create study room and groups Proximity & accessibility to University (busing requirements) Would require an added stop Would require an added stop Students living among non-university residents no secuirty guard Would require upgrade to security system University use only and campus police could patrol Would require an upgrade to security system Safety
Florida Polytechnic University: Invitation to Negotiate 15TM-122 Off-Campus Housing Solutions Big Oaks Apartments Quality Inn Items Answers Additional Explanation Answers Additional Explanation We currently have 36 units available in today's inventory. We are prepared to guatantee up to 25 unts including We are unable to hold current vacants two and three bedrooms if possession is taken by 145 Rooms/245 Beds under current You may add up to 18 additional rooms if the more than 60 days. We can give an exact 05.01.15. Please take note that the inventory is as of layout current suites are remodeled count once commitment has been made. today's date. We will continue to market and rent units Total Rooms/Total Units normally. Total Beds Up to 120 beds based on today's availability 245 total beds Additional beds may be added if current King bed rooms are turned into double bed rooms and suites combined. Up to approximately 312 beds Floor plans: List each available floor plan (apartment or suites) with square footage (included handicap facilities as well) 2x (x=bedrooms)- 968 square feet; 3x- 1165 Standard Rooms: 12 x 28: 336 sf Available with double beds, king beds or suites (two standard rooms combined). Property has 2 suites with Jaccuzzi baths and 4 handicap accessable rooms All common areas are handicap accessible Lease Term 9-12 s (same pricing for either term) Greater terms can be negotiated 1 year and 3 year option Owner is willing to consider a 1 year and 3 year option Base Lease Cost Per Month; Per Apt. 2x= $979 3x= $1195 Per Term; Per Apt. (based on 12 term) 2x= $11,748 3x= $14,340 1 Year: $700,000 3 Year: $1,700,000 ($600,000 annual*) *The 3 year lease term would include a $100,000 rental credit for the first year of the lease in consideration for the 3 year commitment and needed improvements. Known Additional Expense (Itemize all additional items here and their respective cost for the term: Utilities, security deposits, add-on's, etc.) Electric: Estimated for 2x= $125 ; estimated for 3x = $145 Washer/Dryer $35 per Apt. Cable- $89 for basic 2-99 channels *doesn t include taxes, fees from cable provider Furniture: 2x- $543 and 3x- $756 Water/Sewage: Estimated for 2x= $30; estimated for 3x=$50 Internet 50Mgs- $135 per Apt. (doesn't include taxes, fees of provider) Electric/Water/Sewer Utilities: $7,200 ly (based on 41% occupancy) Estimated average ly cost: $8,963 Dish Network Cable: $485 per Satellite Charge for Cable: $435 per Earthlink Phone & Internet: $593 per Landscaping: $250 per Pest Control Services: $800 per One-Time Up-Front Fees not included in Total Calculated Lease Costs One time cleaning fee: $125 per bed due at move-in. $15,000 based on 120 beds. Kitchen Renovation to become operational: $45,000 This cost does not include kitchenware (plates, cups, flatware, etc) One time fee for delivery, set-up, final pick-up, and moving fee for all furniute: $400 per Apt. $10,000 based on 25 Apts. Roof Repair: $60,000 Required upgrade to current security system: $XXX Required connectivity upgrades: $XXX Required connectivity upgrades: $XXX Required capital improvements/modifications: $XXX Re-Occuring Fees not included in Total Calculated Lease Costs Liability Insurance for each Apt Liability Insurance Operations and Operational Staff: $XXX Coin washer & dryers and/or industrial washer & dryers: $XXX Total Calculated Lease Cost for the Term 2x= $589,800* 3x= $721,500* *The amount doesn't include fees and taxes by vendors for cable, water and internet, insurance amounts and one time cleaning & delivery fees. 1 year term = $838,320* 3 year term= $2,114,936** ($704,979 Annually**) *The amount doesn't include operating staff, upgraded internet, washer & dryer costs, renovations/modifications, captial improvements,and insurance amounts. **The amount doesn't include operating staff, upgraded internet, washer & dryer costs, renovations/modifications, captial improvementsand reflects $100,000 credit towards renovations. Term Cost per room/apt. Per Apt 2x= $23,592* 3x= $28,860* Per Room 1 year term= $5,782* 3 year term= $14,586** Monthly cost per room/apt. Per Apt. 2x= $1,966* 3X= $2,405* Per Room 1 year term= $482* 3 year term= $1,216** Term cost per bed 2x= $5,640* 3x= $4,812* 1 year term= $3420* 3 year term= $8,631** Monthly cost per bed 2x= $470* 3x= $401* 1 year term= $285* 3 year term= $719** Students per room/apt. 2x= 4 students 3x= 6 students 1 or 2 Discounts Waived application fees and admin fees if University executes lease and provides letter of responsibility. Also waiving deposits and short term lease fees for leases under 12-s.
Florida Polytechnic University: Invitation to Negotiate 15TM-122 Off-Campus Housing Solutions Renewal Options 75 days prior to the lease expiration, renewal offers will be sent. For 1 year lease option owner will give 2 (1) year lease renewal options For 3 year option owner will give 1 (3) year renewal option Lead time Required for Occupancy 60 days Owner will make property available for renovations by April 2015 Student Applications for residing on grounds (Also itemize any associated costs in Row 16) An application will be required of each student for informational purposes. We will process a criminal background on all occupants. No application from Owner. Will be handled by University Insurance Terms Requires $100,000 liability policy per Apt. The University will be responsible for all associated costs. Maximum liability insurance available to University The University will be responsible for all associated costs. Baths per room/apt 2 1 Kitchen Facilities (describe and itemize any associated costs in Row 16) Kitchen Supplies (describe and also itemize any associated costs in Row 16) Furniture (Itemize any and all furniture in each room/apt. Please use designations as 'per student' or 'per Apt'. Also itemize Fully equipped kitchen with refrigerator, stove, and dishwasher. Lease holder is responsible for kitchen ware. None Proposed lease furniture for bed, desk, chair, couch, chair, cocktail table, end table, lamp. (2x= $534 per per Apt.; 3x= $756 per per Apt.) Kitchen is available. New hoods, range and ventilation is needed. Estimated cost $45,000, including fire marshal inspection. Freezers are available along with food prep equipment. Dining tables and chairs are available. Serving trays are also available. Double Beds (per student), Desk (Per unit), TV (per unit), Dresser (per unit), Lighting (per unit), Night Stand (per unit) The University would be responsible for providing kitchenware. Room/Apt (and bedding if applicable) to be deep cleaned (also itemize any associated costs in Row 16) Property is offered As-Is, no deep cleaning offered. The University would be required for providing deep cleaning of beds, linens, carpet, fresh paint, etc Move-In Linens (also itemize any associated costs in Row 16) Not included Linens available for all rooms. Exact amount and in storage not available Pest Control (also itemize any associated costs in Row 16) in pricing Pest Control will be responsibility of University Proximity (Where will the students be located on the grounds? Will they be 'together'?) Any vacants that we have at the time of commitment. All students will be in residential buildings next to each other. Guest rooms are located within 3 separate buildings, all next to each other. Parking spaces 2 per Apt. Approximately 212 spaces Operating Staff (This should include any front office, security, housekeeping, maintenance, etc. Please designate if staff has completed background checks) Kim Palmer- manager, Sylvia Kim- leasing, Dan Braggmaintenance, Alex Salas- maintenance No staff is being offered by Owner The University will be responsible for all associated costs. WI-FI/Internet (List the bandwidth and also itemize any associated costs in Row 16) 50mgs- $135 Doesn't include provider's fees and taxes Current service is a TI server. Exact bandwidth is not available) The University would be required for all costs associted with upgrading to a faster internet. Cable TV Services (Also itemize $89 2-99 basic cable Doesn't include provider's fees and taxes Dish Network Local Phone Services (Also itemize Earthlink Phone Service Club House Area The clubhouse is available for rent after hours for $150 with a capacity limit. Front Desk area can be defined as clubhouse area, reception desk, waiting area. Common Room/Study Area One large common room (Current conference room) is available. Pool Area Pool is available Fitness Room No Movie Theatre No Storage Area 2nd floor storage is available for staff, would not be best utilized for students. This storage area is used for the maintenance staff as well. It contains tools and replacement equipment. Laundry Facilities (Also itemize $35 per set per Apt. Industrial Laundry Facilities and coin operated are available. The University will be responsible for all associated costs. Bus Route Proximity Additional Stop can be added at no extra charge Additional Stop can be added at no extra charge; Bus Route is right in front of the property, within 100 ft