AGENCY RENOVATION REQUEST-ARR

Tenant/Agency Guideline Form

Agency Renovations to DMS Facilities

General

The Department of Management Services (DMS) manages facilities on behalf of the State of Florida.Recognizing the needs of our tenants, as well as our responsibility as the manager of these properties, the Department has provided the following guidelines. All requests for improvements to facilities are initially to be reviewed by the DMS Facility Manager, and approved through DMS by submitting all documents to:

Definitions

Term
After-Hours / Non-business hours, which are before 8 a.m. or after 5 p.m. on weekdays (i.e., Monday thru Friday) and anytime on weekends (i.e., Saturday and Sunday, and any official state holiday based upon state calendar).
Leadership in Energy and Environmental Design (LEED) / LEED is a rating system used to assist building owners in measuring operation, improvements and maintenance on a consistent scale, with the objective of maximizing operational efficiency while minimizing environmental impacts.
OSHA Lock-Out, Tag-Out / A safety procedure that is used to control potentially harmful energy, e.g., electricity, by Isolating the mechanism, which controls the flow of that energy. It is a precautionary practice that safeguards workers by ensuring that hazards are avoided through identification, as well as lock-down of potentially dangerous/lethal equipment.
Modification / Any change or alteration, structurally or aesthetically, of a facility's current design.
Client Agency Agreement(CAA) / An agreement between DMS and any other state agency allowing DMS to provide project management services for projects in which the funds have been appropriated to another state agency. The agreement also allows DMS to charge other agencies a management fee for its services.
Agency Renovation Request (ARR) / Any modification of a tenant agency's space in an effort to add value or efficiency to the facility and its functionality Projects are reviewed by DMS, but managed by Tenant Agency.
Tenant Agency / Any agency occupying a DMS-managed facility, referred to in the lease agreement as the "lessee"or "sub-lessee".
FM / Facility Manager
Contractor/Vendor / Any vendor providing a service or good whether under contract or not.

Approval

  1. Facility Managers (FM) must be contacted prior to all projects being submitted for reviewof any modifications to DMS facilities. Thereafter, all projects shall be reviewed by DMS Division of Real Estate Development and Management as well as by the Bureau of Building Construction through the ARR process. It is possible that a CAA will be recommended in lieu of an ARR following review of all documentation.
  2. Project plans may be subject to further review by state, county or other municipalities, and fees for these reviews may be required. DMS will not be responsible for submissions for approval or fees related to permitting or plan reviews. This will solely be the responsibility of the agency.
  3. All personnel working in a DMS-managed facility including, but not limited to, Contractor/Vendors, subcontractors, and suppliers, shall be background approved by DMS and FDLE prior to project approval. Documentation supporting background clearances are required prior to entering individual facilities. A list of approved individuals must be provided tothe Tenant Agency from the Contractor/Vendor and subcontractors for verification of background clearance.

Agency Responsibilities

The Tenant Agency shall:

  1. Make an appointment with theFMfor initial review of ARRprior to submittal process. Approved projects shall also be coordinated with theFM by appointment with a 1-2 week lead-time prior to commencing with modifications.
  2. Verify that background checks have been performed by DMS and FDLE,and individuals are cleared to work in DMS Facilities (each facility may require a different level of clearance). A list of approved individuals must be provided to the Tenant Agency from the Contractor/Vendor and subcontractors for verification of background clearance by the DMS - ARR Representative.
  3. Tenant Agencies shall supply the list of background-approved individuals from said Contractor/Vendor, and subcontractors to the DMS - ARR Representative for verification of clearances, as well as to FMassigned to the facility where the modifications are to take place prior to commencing with any modifications. Any Contractor/Vendor not going through the ARR process must still provide a list of background-approved individuals to Tenant Agencies, DMS and FM for verification prior to any modifications to the DMS facility ( SUNCOM /TIPS, DIVTEL etc..) and make an appointmentwith the FM through the Tenant Agency.
  4. Ensure that all Contractors/Vendor, andsubcontractors must sign in and out daily, and wear a badge.
  5. Ensure Contractor/Vendor, and subcontractorsprovide proof of Business licensure, DBPR licensure (when applicable), and perform only the work they are licensed to do. All documentation shall be submitted to DMS.
  6. EnsureContractor/Vendor, and subcontractorsprovide proof of Workers’ Compensation in statutory limits for the state, with employer’s liability of $100,000.00; bodily injury, personal injury and property damage liability insurance in comprehensive general liability form. The certificate of evidence must be furnished to DMS before any renovation work is to begin.
  7. Ensure Contractor/Vendor, and subcontractors provide proof of General Liability Insurance that includes coverage of operation, elevators, and products, including personal injury and contractual liability coverage and shall designate the assumptions of liability under performance of the act of moving. Such insurance shall be in limits no less than $5,000,000.00 per occurrence combined single limit bodily injury or property damage. Property damage insurance shall be in broad form including completed operations.
  8. Provide DMS with preliminary, working, and final (as-built) copies of all schematics or diagrams of modifications for ARR review process, and at the close – out phase of the project.
  9. Pay all fees of modifications including, but not limited to, those associated with planning, approvals and/or completion of the modifications.
  10. The Tenant Agency must request use of LEED products from Contractor/Vendor and subcontractors in their “scope of work” when they are requesting quotes for modifications of DMS facilities. LEED standards will be utilized in accordance with the 2008 Legislative session which updated Florida Statute 255.252 and has incorporated as a policy the energy efficiency and the use of sustainable materials in the construction of new and the modification or remodeling of existing buildings. It is the design direction of DMS that all renovation or remodeling projects maximize the use of sustainable products in the selection of construction materials.
  11. Building materials left over from any modifications remain the property of DMS (doors, windows, countertops, cabinetry, etc.) must be coordinated through the FM for storage or re-use. All other materials should be recycled, donated, or disposed of properly through the Contractor/Vendor and subcontractors where applicable.Quotes obtained by TenantAgencies should address disposal practices by Contractor/Vendor and subcontractors, and a provision addressing disposal must be included in the quote/contract.
  12. Ensure that neither building materials, trash nor environmentally unsafe materials generated by the modifications are placed in the regular trash collection areas of the respective facility.
  13. Immediately and proactively address all issues arising from the modifications including, but not limited to, code violations, air quality concerns, adjacent occupant complaints, disturbances, or damages caused by modifications.
  14. Pay all fees associated with the relocation or removal of any Tenant Agency-installed items or Tenant Agency modifications at the request of DMS.
  15. Ensure that the FM is notified of any access changes to facility and/or its grounds, and supplied all access keys upon completion, and that all keys and/or rekeys are keyed to the facility master key system.
  16. Ensure that all OSHA Lock Out/TagProcedures and DMS Policies are followed and maintained throughout construction. See FM for details.
  17. Ensure that Contractor/Vendor and subcontractors responsibilities are upheld as noted on the Contractor Guidelines form.
  18. Agrees to send copies of close - out documents, SFM approval, Certificate of Occupancy,and any additional documents and drawings to the DMS – ARR Representative aupon completion. Documents must be submitted through Phase 4 Jot forms.

Name of Agency authorizing the project:Please Enter Name of authorizing Agency

Lease Number:Please Enter Lease Number

Building Name:Please Enter Building Name

Building Address:Please Enter Building Address

Scope (include suite # for modification):Please Enter' Scope of Work Information Here

Funding Source Funding year:Please Enter Fund Source and Year Here

I here by acknowledge as the Tenant Agency’s Representative that these guidelines will be followed, and also give DMS the authority to directly contact the Contractors listed below if clarification of documentation is required in relation to this ARR, or to forward documentation on the behalf of the Tenant Agency in order to expedite the ARR process.

(X) / Please Select Date
Agency Primary Representative Signature / Date
(X) / Please Select Date
Agency Secondary Representative Signature / Date
(X) / Please Select Date
Facility Manager Signature / Date
Name of Contractor #1:
Name of Contractor #2:
Name of Contractor #3:
Estimated Date of Project Completion: / Please Select Date

Submit this form along with Permit or Waiver to:

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