ITN 15TM-122 Off-Campus Housing Solutions Notification of Short-Listing and Posting of Proposers Thursday, February 19, 2015 The Evaluation Committee convened on Wednesday, February 18, 2015 to review and evaluate the submitted proposals according to the evaluation criteria contained in the original advertised ITN. Based upon the discussions and the evaluation of the Proposers strengths and weakness, the Evaluation Committee has developed a short list of Proposers. The Evaluation Committee collectively decided to elevate the top two (2) Proposers with which to enter into negotiations. Lake Lands Development, d/b/a Big Oaks Apartments 1 Shant Hotels/Dykes Everett & Company, Quality Inn 2 Embassy Investments X d/b/a Suburban Extended Stay 3 McGrath RentCorp d/b/a Mobile Modular Management Corporation 4 The evaluation criteria summary matrix is attached. Any person wishing to protest this Addendum must comply with the Florida BOG Regulation 18.002, which is hereby incorporated by reference. The written protest must be sent to the Authorized University Representative, Kari L. Kennedy, 4700 Research Way, Lakeland, Florida 33805-8531 and accompanied by a protest bond in the amount of $25,000, pursuant to section 255.0516, Florida Statutes. Failure to timely file a protest or failure to timely deliver the required bond or other security in accordance with Florida BOG Regulations 18.002 and 18.003 shall constitute a waiver of protest proceedings. Respectfully, Kari L. Kennedy, CPPB Purchasing Specialist
ITN 15TM-122 Off-Campus Housing Solutions Evaluation Criteria Matrix Summary Embassy Investments X d/b/a/ Suburban Extended Stay Lake Lands Development, Big Oaks Apartments McGrath RentCorp d/b/a Mobile Modular Management Corporation Shant Hotel, Dykes, Everett & Company, Quality Inn Strengths Weakness Strengths Weakness Strengths Weakness Strengths Weakness Availability of bedrooms and beds to accommodate University needs All beds/rooms on one floor 65 beds 120 beds Beds/students scattered throughout complex 264 beds Gang-style restrooms 320 beds Larger rooms Entire facility would be allocated to University Older rooms Proposed structure and site (characteristics of construction, upkeep of structure) to accommodate University needs No construction required Ready to move-in No security gate All rooms were dated No construction required Ready to move-in Contemporary Requires possible upgrade for higher speed internet Brand new Required Programming Required Infrastructure Required time to establish prep work for location site Remarkable required construction costs associated for prep, installation, and maintenance Large pool & outside recreation area which required no construction Possible HVAC renovations Possible roofing renovations Cost (Absolute pricing) Bed per student is under current University rates Bed per student is under current University rates Add on's associated cost True cost per bed/per student is unknown due to all of the unknown costs Add on's associated cost Additional Costs Required monthly cleaning per room Add on's Salary of housing coordinator Everything associated with outfitting for students would be required; all furniture; all supplies $1.9 million associated for a new parking lot Older phones & connections Financial flexibility, Discounts Waive application fee and administrative fee for each student
Embassy Investments X d/b/a/ Suburban Extended Stay Lake Lands Development, Big Oaks Apartments McGrath RentCorp d/b/a Mobile Modular Management Corporation Shant Hotel, Dykes, Everett & Company, Quality Inn Strengths Weakness Strengths Weakness Strengths Weakness Strengths Weakness Lead time required; availability Ready for occupancy Ready for occupancy 120 to 150 days from approved PO for delivery date only Ready for occupancy Kitchen facilities Small kitchenette All flatware, glassware, cookware included Full kitchen with all large appliances Snack area only. University would be responsible for cost of outfitting and appliances Full size industrial kitchen Breakfast bar area Full dining room area Full pub-style accommodations Required staffing Furniture Adequate for space Students can bring their own TV's required to add dresser for 1 student per room required to add dresser for 1 student per room, living room furniture and kitchen supplies No furniture is included Larger space for accommodating more of the students own furniture or extras required to add dresser for 1 student per room Laundry facilities 6 machines Coin laundry located on separate floor 6 machines only W&D will be located in each apartment Only hook-up's; no equipment included Industrial equipment provided Cost for service Additional amenities Direct TV included in price YMCA fitness membership included No pool No recreation area No common area large enough to accommodate all students No study area No outside area Pool area Clubhouse Large common area Movie theater Fitness center Outdoor space Grills/outdoor eating area Associated cost to use large common room No additional amenities are included Pool area Large common area Large study room Outdoor space Large dining & pub area Large front desk/check-in area 1 space per student 2 spaces per apartment Entire parking lot would be allocated to University Parking Utilities Included Not included Not included Not included
Embassy Investments X d/b/a/ Suburban Extended Stay Lake Lands Development, Big Oaks Apartments McGrath RentCorp d/b/a Mobile Modular Management Corporation Shant Hotel, Dykes, Everett & Company, Quality Inn Strengths Weakness Strengths Weakness Strengths Weakness Strengths Weakness Technology capabilities Adequate capability Adequate capability Requires possible upgrade for higher speed internet required to install new system; therefore system would be the latest technology responsible for all planning, work, and costs for a new system System would not be permanent Older technology Older Ethernet Upgrade will be required Adequacy of space to benefit the educational goals No common area or study area large enough to accommodate all students and foster unity and community living Multiple large indoor & outdoor common areas to support unity and community living Indoor common areas to support unity and community living Multiple large indoor & outdoor common areas to support unity and community living Proximity & accessibility to University (busing requirements) Easy access for bus to turn around and pick up students Bus could pick-up directly on grounds instead of on major intersection required to add a new route to existing route Cost associated Easy access for bus to turn around and pick up students Bus could pick-up directly on grounds instead of on major intersection required to add a new route to existing route Cost associated No busing required Easy access for bus to turn around and pick up students Bus could pick-up directly on grounds instead of on major intersection required to add a new stop to existing route Cost associated 24 hour on-site staff Cameras in parking area Students restricted to 3rd Floor Subject to unknown 'shortterm' guests of hotel No security cameras showing outside of doors/down hallways Laundry facility open to all hotel guests with no security Only one front door facing outside Recorded security Students have doors on bedrooms Gated facility Long-term tenants No 24 hour security responsible to install and man security system and all associated costs Facility would be strictly University students Security cameras No security cameras showing outside of doors/down hallways Only one front door facing outside Safety
Embasy Investment Lake Land Development Quality Inc. Mobile (Suburban Ext. Stay) Big Oaks Apt Shant - Dyke Everet Modular 3 modulars with 23 Rooms 43 25 units with 50 to 75 rooms 160 rooms* each for a total of 69 rooms Beds 65 120 320 264 student / 3 RA Floor plans 22 Suites with 2 beds (each suite 304 sq ft) XX units with 2 bedrooms (each unit 968 sq ft) 160 rooms with 2 beds. (each room is 12x28/336 sq ft) *22 student rooms & 1 single bedroom with privarte bath for RA in each modular 18 Suites with 1 bed (each suite 224 sq ft) XX units with 3 bedrooms (each unit 1165 sq ft) Each bedroom is 254 sq ft 3 Handicap Suites with 1 bed (each unit 304 sq ft) 1 unit with 2 bedrooms for RA Each Building is 198'-4" x 56' 1 King Suite for RA (each suite 304 sq ft) 1 Suite converted to student storage (suite is 224 sq ft) Lease Term 9 months 9 months 9 months 9 months** (for equitable comparision only) Calculated Lease Cost $ 320,184.80 $291,000 to $358,500 $ 750,000.00 $ 486,000.00 Known Additional Expense $9,675.00 (cleaning) $15,000(cleaning) $408,500 (Installation & Tear Down) $102,600 (bed rental) $1,900,000(parking) $31,500 (estimated Utilities) $30,375 (estimated internet) $7,875 (washer & dryer rental) Total Calculated Lease Cost $ 329,859.80 $478,350.00 to $545,850.00 $2,794,500.00 Additional Cost Univeristy would be responsible for all utility bills, cable, internet, phone, & water. Negotiable refundable deposit, or Poly letter of responsibility for students. Construction costs to University would include a new roof and improvements to common/meeting room and kitchen Delivery Cost: $51,000 Installation Cost: $120,000 Tear Down Cost: $93,000 Return Haulage: $51,000 Restoration of Building Cost: $93,500 Total cost of above: $408,500 University would be required for obtaining full living room sets and dressers for bedrooms. Kitchen supplies would need to be included as well: glassware, flatware, dishes, cookware, etc... University would be responsible for all supplies and provisions as the kitchen is not currently in use. The University will be required for all costs associated with A&E services; permitting; site prep; plumbing; utility connections and hookups; installation of life safety systems; communications/data, access; landscaping; furnishings; sinage; staffing. Annual cost per bed $ 4,925.92 $2,187 (2 bedroom/4beds) & $2,988 (3 bedrooms/6 beds) $ 3,000.00 $ 1,365.21 Montly cost per bed $ 547.32 $243 (2 bedroom/4 beds) & $249(3 bedroom/6 beds) $ 250.00 $ 151.69
Monthly cost per unit $ 1,094.00 Embasy Investment Lake Land Development Quality Inc. Mobile (Suburban Ext. Stay) Big Oaks Apt Shant - Dyke Everet Modular $970.00 (2 bedroom/4 beds) & $1,195.00 (3 bedroom/6 beds) $ 520.83 $13,500.00 per modular for a total monthly cost of $40,500.00 Annual Cost per unit $ 9,846.00 $5,820 to $4,780 $ 4,687.50 $121,500.00 per modular for a total annual cost of $364,500. Students per room 1 to 2 2 to 3 1 to 2 4 Baths per room 1 2 1 Gang style restrooms; In each modular: 12 toilets, 14 sinks, 12 showers Security Deposits required No Non-refundable one-time cleaning fee of $125 per bed($15,000 one-time fee based on 120 beds) Yes, negotiable None Misc Terms Will partner with local YMCA to offer free fitness memberships to students who live on the propoerty If University executes lease, students would complete an occupant application only. If student leases, each occupant would be a lease holder and required to provide an application. Purchase option for $5.5 million dollars **This lease will be for a minimum of 36 months. Kitchen included Kitchen Supplies Kitchenette (Refrigerator, microwave, 2 burner stive-top, sink) Dishes, flatware, glassware, cookware included Yes; appliances only University or students would be resposnible for dishes, flatware, glassware, etc. Cafeteria Style and Dining Area only; no supplies or provisions University would be responsible for all supplies and provisions as the kitchen is not currently in use. Designated 'snack area' only; no appliances University or students would be resposnible for dishes, flatware, glassware, etc. and all small appliances plus refrigerators at a cost of $XX Furniture included Yes: Yes, but would require full living room sets and dressers for bedrooms Yes: No 1 Bed per student Bed, desk and chair ($95/month/per student= $855/9 months) 1 Bed per student 1 Desk per student 1 Bed per student 1 Table per room 1 Chair per student 1 Desk per student 1 Chair per student 1 Television per room 1 Chair per student 1 Television per room 1 dresser per room 1 dresser per room Rooms (and bedding if applicable) to be deep cleaned Yes Yes Negotiable N/A Move-In Linens Yes No Yes N/A Electricity Included in price To be paid by student. Average monthly bill is $110/month Included in price Water Included in price To be paid by student. Average monthly bill is $30/month Included in price Sewer Included in price Included in price Included in price Solid Waste Disposal Included in price Included in price Included in price
Embasy Investment Lake Land Development Quality Inc. Mobile (Suburban Ext. Stay) Big Oaks Apt Shant - Dyke Everet Modular Pest Control Included Yes Yes Yes Proximity 3rd floor of hotel dedicated to students. 1st and 2nd floor open to guests Units will be scattered throughout complex Entire hotel dedicated to University On-Campus; Dorm Style living Parking spaces 1 space per student 2 cars per unit Yes, unknown quantity Univeristy at a cost of $1.9 M WI-FI/Internet WI-FI of 1Gbps or higher, fiber optic connection 25 MGps at $85/month/per apt or 50 MGps at $135/month/per apt Yes Front Office Security Staff Yes Yes Cable TV Services Direct TV To be paid by students per unit Yes Local Phone Services Yes No Yes Club House Area No Yes Yes; Renovations to be provided by the University at a cost of $ No Common Room/Study Area No No Yes; Renovations to be provided by the University at a cost of $ Community area Pool Area No Yes Yes No Fitness Room No Yes Yes No Movie Theatre No Yes No No Housekeeping Included No No All units required to be cleaned monthly $25.00 per unit without pets $50.00 per unit with pets Storage Area 1 suite converted to storage No No No Laundry Coin laundry located on 1st floor Connections in apts only. W/D rental is $35/month per apt. No common facility on grounds. Industrial laundry facility available. ; hook-ups provided to accommodate 10 stackable washer & dryers Operating Staff 2 staff included, property manager and staff. Yes, custormer service and maintenance staff Maintenance Staff Hotel will be responsible N/A Owner would possibly consider keeping current staff on for our needs. Background Checks on Staff Completed Completed Completed N/A
Embasy Investment Lake Land Development Quality Inc. Mobile (Suburban Ext. Stay) Big Oaks Apt Shant - Dyke Everet Modular Handicap facilities 3 rooms Yes Unknown Meets the 2012 Fla. Accessibility Code for Construction Busing required Yes, new route will be Yes, new route will be Yes, new stop will be required required required Busing at $500,000 p/y Busing at $500,000 p/y. Busing at $500,000 p/y No Renewal Options Yes for 4 additional (9 months) terms 75 days prior to lease expiration, have the option to renew for additional one year One (1) additional year Negotiable Discounts Waive the $50 application fee and $100 administrative fee. No No Lead Time required Ready for occupancy Ready for occupancy Ready for occupancy 120-150 days from PO Insurance Owner will maintain all insurance and name University as 'additional insured' University will be required to carry $100,000 liability insurance per unit rented by students. Cost to University of $XX Owner will maintain current propoerty insurance but University would be required to cover the remainder at a cost of $XX FEMA Approved Yes No Unknown No