INVITATION TO NEGOTIATE
ITN No.: #7372
FINANCING, DESIGNING, CONSTRUCTING, AND RENOVATING OF FLORIDA
A&M UNIVERSITY STUDENT HOUSING
Refer ALL Inquiries to:
Herman Barker, Director
Purchasing Department
Florida A & M University
208 Foote-Hilyer Admin. Center
Tallahassee, FL 32307
(850) 599-3203
(850) 561-2160 (facsimile)
[email protected]
ITN No.: #7372
INSTRUCTIONS TO PROPOSERS
1. Invitation To Negotiate Acknowledgement Form
2. Purpose
3. Calendar of Events
4. University Purchasing Staff
5. University Rules and Regulations
6. Invitation to Negotiate Form
7. Notice to Bidders/Vendors/Contractors
8. Award/Contract; Term
9. Approval
10. Posting of Proposal Tabulation and Protest Procedures
11. Protest
12. Notice of Proposal Protest, Bonding Requirement
13. Payment Terms
14. Termination because of Lack of Funds
15. Use of Funds for Lobbying Prohibited
16. Public Entity Crimes
17. Public Records/ Access/ Unilateral Cancellation
18. Drug Free Workplace
19. Equal Opportunity Statement
20. Accommodations for Disabilities
21. Interpretation
22. Proposal Submittal
23. Confidentiality
24. Proposer Expense
25. Proposal Modification
26. Questions
27. Addendum
28. Right of Rejection
29. Responsiveness of Proposals
30. Non-Responsive Proposers
31. Additional Information
32. Proposal Evaluation
33. Contract Award
34. Proposer's Responsibilities
35. ITN Interpretation
36. Errors and Omissions
37. Period of Firm Offer
38. Proposer Presentations
39. General Terms and Conditions of the Contract
40. Use of Sub-Contractors
41. Inspection of Proposer’s Facilities
42. Assignment
43. Public Access
44. Company Questions
45. Sole Point of Contact/No Lobbying
46. Investigations by Participating Proposers
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VENDOR’S NAME _____________________________________________
47. Interpretations / Disputes
48. Public Entity Crimes/Active Litigation
49. Notice of ITN Protest, Bonding Requirement
50. Public Records
EXHIBIT “A” -
EXHIBITS
SCOPE OF PROCUREMENT
APPENDICES
APPENDIX I -
UNIVERSITY’S MASTER PLAN
APPENDIX II –
UNIVERSITY CONSTRUCTION GUIDELINES
APPENDIX III –
OUTSTANDING DEBT ISSUES FOR EXISTING FACILITIES
APPENDIX IV -
2004 FAMU HOUSING STUDY BY MGT OF AMERICA
APPENDIX V-
UPDATED INFORMATION ON FAMU’S EXISTING HOUSING
APPENDIX VI -
PRIMARY NEGOTIATION AND DISCUSSION ITEMS
APPENDIX VII -
EVALUATION SCORING SHEET
APPENDIX VIII -
AMENDMENTS ACKNOWLEDGEMENT FORM
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VENDOR’S NAME _____________________________________________
1. INVITATION TO NEGOTIATE ACKNOWLEDGEMENT FORM
SOLICATION
NUMBER
UNIVERSITY DATE OF ISSUE
May 05, 2008
FLORIDA A&M UNIVERSITY
COMPETITIVE SOLICITATION
ACKNOWLEDGEMENT FORM
7372
SOLICATION TITLE
Financing, Designing, Constructing and
Renovating of Florida A&M University
(FAMU) Student Housing
RESPONSES WILL BE OPENED AT
SUBMIT RESPONSES TO:
Florida A&M University
Purchasing Department
Foote-Hilyer Admin., Ctr., Rm. 208
Tallahassee, FL 32307
Invitation to Negotiate No. #_7372_____
Responses not received at the exact above location at the
appointed hour and date will not be considered.
July 11, 2008 @ 3:00PM
CORPORATE CHARTER
NO.
F.E.I.D./S.S.NO.
REASON FOR NO RESPONSE:
POSTING OF BID TABULATION:
Bid tabulations with intended award(s) will be posted for review by
intended parties at the location where the bids were opened and will
remain posted for a period of 72 hours. Failure to file a protest within
the time prescribed in Section 120.57(3), Florida Statutes, shall
constitute a waiver of proceedings under Chapter 120, Florida Statutes.
DELIVERY WILL BE
CASH DISCOUNT TERMS
PLEASE FILL IN COMPLETE VENDOR NAME AND
ADDRESS
AREA CODE
TELEPHONE NO.
FAX NO.
TOLL FREE NO.
Email Address:__________________________________________
Web Address:___________________________________________
I certify that this response is made without prior
understanding, agreement, or connection with any
corporation, firm, or person submitting a response for the
same materials, supplies, equipment or services and is in
all respects fair and without collusion or fraud. I agree to
abide by all conditions of this response and certify that I
am authorized to sign this response for the responder and
that the responder is in compliance with all requirements
of the Competitive Solicitation, including but not limited to
AUTHORIZED SIGNATURE (MANUAL)
__________________________________________________
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VENDOR’S NAME _____________________________________________
certification requirements. In submitting a response to the
Florida A&M University, the responder offers and agrees
that if the response is accepted, the responder will
convey, sale, assign or transfer to this Florida A&M
University all rights, one and interest in and to all causes
of action it may now or hereafter acquire under the Antitrust laws of the United States and the State of Florida for
price fixing related to the particular commodities or
services purchased or acquired by the Florida A&M
University. At the University’s discretion, such
assignment shall be made and become effective at the
time the University tenders final payment to the
responder.
AUTHORIZED SIGNATURE (TYPED) TITLE
2. PURPOSE - This Invitation to Negotiate is for the procurement of financing, designing, constructing,
renovating and operating of student housing on the Florida A&M University’s main campus in Tallahassee,
Florida in accordance with the details provided in EXHIBIT “A” -SCOPE OF PROCUREMENT.
3. CALENDAR OF EVENTS Amended 6/26/08
DATE/DEADLINE
ACTION
May 5, 2008
Invitation To Negotiate released and advertised by FAMU;
June 13, 2008
Pre-proposal tour and conference
June 16, 2008
Last day to submit written ITN inquiries
June 25, 2008
Final responses to ITN inquiries and addenda, if any, mailed and posted on the
FAMU website
July 18, 2008
Deadline for proposal submittal/proposal opening @3:00 p.m.
July 22, 2008
Purchasing determines responsiveness of proposals and publishes list of
responsive proposals
July 23, 2008
Selection Committee begins evaluations
July 25, 2008
Selection Committee concludes evaluations, shortlists firms, and makes
recommendations to the President
July 29, 2008
President reviews and approves shortlist
August 15, 2008
BOT reviews and approves shortlist and authorizes the President to negotiate
and execute a contract subject to Florida Board of Governors approval.
August 18, 2008
Negotiations with proposer(s )initiated
November 20, 2008
*Florida Board of Governors Approval
November 28, 2008
Negotiations concluded and contract awarded
July 31, 2010
New Dorms and Sampson and Young ready for occupancy
4. UNIVERSITY PURCHASING STAFF – The Purchasing Department employee named in this paragraph
will be responsible for this solicitation, including amendments, and necessary coordination with University
departments and vendors/contractors. Please contact via email the following Purchasing staff: Mr. Herman
Barker, Director, Purchasing Department, email: [email protected] or phone (850) 599-3203, Fax:
(850) 561-2160.
5. UNIVERSITY RULES AND REGULATIONS – This solicitation will be governed by the provisions of
Regulations, 6.005 F.A.C., ADMINISTRATION OF PURCHASING PROGRAM, Chapter 7, F.A.C.,
LEASED PROGRAM and the provisions of Chapters 553 and 633, Florida Statutes, applicable for
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VENDOR’S NAME _____________________________________________
University buildings. There will be no binding contract nor vested interest until executed by the
successful proposer and the University.
6. INVITATION TO NEGOTIATE FORM – All responses must be submitted on the State of Florida,
Invitation to Negotiate Acknowledgement form in order to be considered in the award. The original form
must be properly completed, executed and returned with the response by the proposer including all
submittals, documentation, brochures or pertinent requirements. For the purpose of this solicitation, the
terms respondent, vendor, bidder, proposer and contractor have the same meaning.
In its sole discretion, the University may withdraw this Invitation either before or after receiving proposals.
The information herein is provided solely for the convenience of proposers. This Invitation is made subject
to correction of errors, omissions or withdrawal without notice.
7. NOTICE TO BIDDERS/VENDORS/CONTRACTORS - The employment of unauthorized aliens by any
Vendor/Contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If
the Vendor/Contractor knowingly employs unauthorized aliens, such violation may be cause for unilateral
cancellation of the contract.
8. AWARD/CONTRACT TERM - The University intends to select the most responsible and responsive
proposal. The University reserves the right to select proposals which in the opinion and discretion of the
University will be in the best interest of the University and/or the most advantageous to the University.
The University and a proposer will be bound only if and when a proposal, as it may be modified, is
approved by the University, and the applicable lease/sub-lease of the land, where necessary, is executed
among the state of Florida, the University, and the proposer.
The term of the contract will be as negotiated between the proposer and the University.
The University reserves the right, prior to making an award, to review the proposer’s background to verify
information presented or omitted by the proposer. The University reserves the right to reject a proposal if
its review finds inconsistencies with information presented or if it finds omissions that should have been
submitted.
9. APPROVAL - A Contract is expected to be issued as a result of this ITN with the understanding that all
items delivered must meet the approval of the Director of Purchasing. All approvals are made with the
understanding that the terms and conditions conform to all aspects of the ITN specifications and any
applicable rules of the University
10. POSTING OF ITN TABULATION – The University reserve the right to reject any and all proposals
received either in whole or in part, with or without cause, or to waive any minor defects or proposal
requirement, which is deemed by the University to be in the best interest of the University. All responses
accepted by the University are subject to the University’s terms and conditions and any and all additional
terms and conditions submitted by the proposers will be rejected and shall have no force and effect.
11. PROTEST - Any notice of protest or formal written protest to the award, intended award or University
action which is filed before the proposal tabulation posting is null and void. To be considered, a notice of
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VENDOR’S NAME _____________________________________________
protest or formal written protest must be filed within the time limits set forth in Section 120.57(3) (b),
Florida Statutes.
Any notice of protest or formal written protest to the specifications issued by the University must be filed within
the time limits set forth in Section 120.57(3) (b), F.S.
12. NOTICE OF PROPOSAL PROTEST, BONDING REQUIREMENT - Any person or
company/business who files an action protesting a decision or intended decision pertaining to this ITN
administered by the University pursuant to Section 120.57(3)(b), Florida Statutes, shall post with the
University at the time of filing the formal written protest, a BOND payable to the University in an amount
equal to one (1) percent of the total volume of the contract or $5,000, whichever is less, which bond shall be
conditioned upon the payment of all costs which may be adjudged against the protester in the administrative
hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond,
the University may, in either case, accept a cashier's check or money order in the amount of the bond.
FAILURE TO FILE THE PROPER BOND AT THE TIME OF FILING THE FORMAL PROTEST
WILL RESULT IN A DENIAL OF THE PROTEST.
13. PAYMENT TERMS - Any payments to the University will be made as agreed upon and specifically
provided for in the executed Contract
14. TERMINATION BECAUSE OF LACK OF FUNDS - Where the obligations of the University under the
resulting Contract are subject to the availability of funds lawfully appropriated for its purposes by the
Florida Legislature or specifically allotted for the purposes stated herein, in the event those funds become
unavailable, the University may terminate that portion of the Contract upon no less then twenty four (24)
hours notice in writing to the Contractor. Said notice shall be delivered by certified mail, return receipt
requested, via fax, overnight express mail or in person with proof of delivery. The University shall be the
final authority as to the availability of funds.
15. USE OF FUNDS FOR LOBBYING PROHIBITED – The contractor or vendor agrees to comply with the
provisions of Section 216.347, Florida Statutes, which prohibits the expenditure of contract funds for the
purpose of lobbying the Legislature or state agency.
16. PUBLIC ENTITY CRIMES - By submitting a proposal, the proposer certifies that he/she/it and their
employees who will perform hereunder, have not been placed on the convicted vendor list maintained by the
State of Florida Department of Management Services within the thirty-six (36) months immediately
preceding the date hereof, as provided in Section 287.133, Florida Statutes.
17. PUBLIC RECORDS/ACCESS/UNILATERAL CANCELLATION – The successful proposer shall
provide and make available to the University, or the University’s agent, all of the proposer’s books and
records, as they relate to the payments made by and to the University, for inspection and/or audits, and
any other organization conducting reviews for the University, upon reasonable notice throughout the
term of the Contract.
In addition, the successful proposer must retain all records concerning payments made by and to the
University hereunder in proper order for up to three (3) years following the expiration of the Contract.
The University, or the University’s agent, shall have access to such books, records, and documents as
required in this section for the purpose of inspection or audit during the three (3) year period. This
provision shall survive the expiration of the Contract.
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VENDOR’S NAME _____________________________________________
Any contract resulting from this ITN is subject to immediate and unilateral cancellation by the University if
the proposer refuses of fails to provide open access to their records for inspection by authorized
representatives.
18. DRUG FREE WORKPLACE – Each proposer shall conform to the following to demonstrate compliance
this ITN’s requirement for a drug-free workplace:
a. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the workplace and specifying the actions
that will be taken against employees for violations of such prohibition.
b. Inform employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations.
c. Give each employee engaged in providing the commodities or contractual services that are under bid
a copy of the statement specified in subsection (1).
d. In the statement specified in subsection (1), notify the employees that, as a condition of working on
the commodities or contractual services that are under the contract resulting from the ITN, the
employee will abide by the terms of the statement and will notify the employer of any conviction of,
or plea of guilty or nolo contendere to, any violation of Chapter 893, Florida Statutes or of any state,
for a violation occurring in the workplace, no later than five (5) days after such conviction.
e. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, by any employee who is so
convicted.
f. Make a good faith effort to continue to maintain a drug-free work-place through implementation of
this section.
g. Submit the following statement with the ITN, “As the person authorized to sign this ITN document
and bind the company/firm/business, I certify that this firm complies fully with the above
requirements, and that proof will be provided upon request. Failure to submit proof within five (5)
days of request by the University will result in disqualification as a proposer.
19. EQUAL OPPORTUNITY STATEMENT – Florida A & M University System believes in equal
opportunity practices which conform to both the spirit and the letter of all laws against discrimination and is
committed to nondiscrimination because of race, creed, color, sex, age, national origin, or religion.
Bidders, proposers, vendors and contractors providing goods/services to the University are encouraged to
take positive steps to assure that their personnel do nothing of a racially offensive nature during the
performance of the contract. Racially offensive conduct by contractors and suppliers of goods/services to
the University is forbidden by Rule 6C3-10.103 FAC. Further, Rule 6C3.125 FAC, Discrimination,
Harassment, Complaint Procedures provides steps for filing a complaint involving either discrimination or
harassment. For assistance, contact the University Director or Assistant Director of Purchasing.
20. ACCOMMODATIONS FOR DISABILITIES - Please indicate if special accommodation because of a
disability is needed. If an accommodation is needed in order to participate in this activity, please contact the
Purchasing Department at (850) 599-3203 at least seven (7) days prior to the activity. Contact the
Purchasing Director or the Assistant Director. You may e-mail your request to: [email protected].
21. INTERPRETATION – No interpretation of the meaning of this ITN will be made to any proposer orally
except in a pre-proposal conference. Each request for interpretation shall be made in writing, addressed to
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VENDOR’S NAME _____________________________________________
the Purchasing Director referenced in the Section 45 of this document, and must be received by the date
referenced in the Calendar of Events in Section 3 of this document.
In case the University finds it necessary to supplement, modify or interpret any portion of the proposal
documents prior to the proposal opening date, a written Amendment will be issued to the Invitation To
Negotiate which will be mailed to all prospective proposers.
22. PROPOSAL SUBMITTALS - All proposals shall be submitted in a sealed envelope clearly marked "ITN
NO. #7372, FINANCING, DESIGNING, CONSTRUCTING, AND RENOVATING OF STUDENT
HOUSING" by the date and time specified in the Calendar of Events. Proposals shall include the
Competitive Solicitation Acknowledgement Form (APPENDIX- VIII), signed by a representative who is
authorized to contractually bind the Proposer. Failure to submit an executed Competitive Solicitation
Acknowledgement Form shall be grounds for rejection of the proposal.
Proposals submitted shall be an original, so identified, and fourteen (14) complete copies of the written
proposal.
Proposals Shall Be Submitted To:
Florida A&M University
Purchasing Department
Foote-Hilyer Admin., Ctr., Rm. 208
Tallahassee, FL 32307
Invitation to Negotiate No. #_7372_____
Opening Date and Time: July 11, 2008 at 3:00 P.M.
ALL PROPOSALS MUST BE RECEIVED IN THE PURCHASING DEPARTMENT ON OR BEFORE
THE TIME AND DATE INDICATED IN THIS ITN DOCUMENT. The responsibility for submitting the
proposal to the Purchasing Department on or before the above stated time and date is solely that of the
proposer. The University will in no way be responsible for delays in mail delivery or delays caused by any
other occurrence or proposals delivered to any location other than the FAMU Purchasing Department.
LATE PROPOSALS WILL NOT BE ACCEPTED.
All proposals must be in writing. Proposals deemed to be non- responsive shall be rejected without further
consideration by the University. The signer of the proposal must declare that the proposal is in all respects
fair and in good faith without collusion or fraud and that the signer of the proposal has the authority to bind
the principal proposer.
Submittals shall be limited to 100 pages including maps; pages in excess of 100 pages will neither be
considered in determining responsiveness nor be used in evaluation.
23. CONFIDENTIALITY: From the date of issuance of this ITN, until a proposal is made, the proposer must
not make available or discuss its proposal, or any part thereof, with any employee or agent of the University,
unless permitted by the Purchasing Director, in writing, for purposes of clarification only, as set forth
herein.
24. PROPOSER EXPENSE: All proposals submitted in response to this ITN must be submitted at the sole
expense of the proposer, whether or not any agreement is signed as a result of this ITN. Proposers will pay
all costs associated with the preparation of proposals, presentations and necessary visits to campus.
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VENDOR’S NAME _____________________________________________
25. PROPOSAL MODIFICATION - Proposals submitted prior to the proposal opening time may be modified
or withdrawn only by written notice to the University. Such notice must be received by the Purchasing
Office prior to the time designated for opening of the proposal. A proposer may change or withdraw the
proposal at any time prior to proposal opening; however, no oral modifications will be allowed. Only
letters, or other formal written requests for modifications or corrections of a previously submitted proposal,
which are addressed in the same manner as the proposal, and are received prior to the scheduled proposal
opening time will be accepted. The proposal, when opened, will then be corrected in accordance with such
written requests, provided that the written request is contained in a sealed envelope, which is plainly marked
"Modification of Proposal".
Withdrawn proposals may be resubmitted up to the time designated for the receipt of proposal provided that
they are then fully in conformance with the requirements of the ITN.
26. QUESTIONS - All questions concerning this Request for Proposals shall be submitted in writing to Mr.
Herman Barker, Purchasing Department, via fax at (850) 599-3203 or email at
[email protected]. All telephone conversations are considered unofficial responses and will not
be binding. Questions regarding the ITN shall be submitted in writing no later than the date shown in the
Calendar of Events (Section 3 of this document) as the last day to submit questions. Written responses to all
questions shall be the University's official response. All questions and answers asked by all registered
Proposers will be will be posted on line at http://www.famu.edu/index.cfm?a=Purchasing&p=Solicitations
on or before the date shown in the Calendar of Events.
No negotiations, decisions, or actions shall be initiated or executed by the responders as a result of any
discussion with any University employee. Only those communications that are in writing from the Florida
A&M University Purchasing Office shall be considered as a duly authorized expression on behalf of the
University. Also, the University will recognize only communications from responders that are signed and in
writing as duly authorized expressions on behalf of the responder.
27. ADDENDUM - Any addendum issued to Proposers prior to the proposal opening date shall include an
addendum acknowledgment form. Since all addenda become a part of the proposal, all addenda must be
signed by an authorized Proposer representative and returned with the proposal on or before the proposal
opening date. Failure to sign and return any and all addendum acknowledgments may be grounds for
rejection of the proposal.
28. RIGHT OF REJECTION - The University shall be the sole judge of the response and the resulting
agreement that is in its best interest and its decision shall be final.
29. RESPONSIVENESS OF PROPOSALS
A.
Terms and Conditions: All proposals submitted to the University are subject to the University’s
terms and conditions contained in the ITN and relevant state laws and University regulations. Any and
all additional terms and conditions submitted by proposers are rejected and shall have no force or effect.
B.
Issuance of the ITN in no way constitutes a commitment by the University to award a
contract or to enter into an agreement.
C.
Proposals received are first evaluated to determine technical responsiveness; this includes
submittal on Proposal Submittal Form, inclusion of required information, data, attachments, signatures
and such other critical criteria as are set out herein. Non-responsive proposals will be withdrawn from
further consideration. Non-responsive proposers will be informed at the time of posting. Any protest
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VENDOR’S NAME _____________________________________________
must be filed within 72 hours of posting, excluding state holidays, Saturday and Sunday. Protests filed
after the 72-hour posting notice will be considered untimely.
D.
Responsive proposals will be evaluated against how well they meet the criteria set out in this
ITN, relevant state laws and rules of the University governing leases. This may include a visit to each
proposed lease premises. After an application of the evaluation criteria to each proposal, the results will
be presented to the University official having award authority for final evaluation and determination of
which, if any, offer will be selected for further negotiation.
E.
The University reserves, in its sole discretion, the right to waive any minor irregularities or
technicality not limited to the correction of simple mistakes or typographical errors and to seek
clarification of proposals received, when such is in the best interest of the University.
30. NON-RESPONSIVE PROPOSERS
A.
Proposals which do not meet all mandatory requirements of this ITN or which fail to provide all
required information, documents or materials will be rejected as non-responsive. The University
reserves the right to determine which proposals meet the mandatory requirements of the ITN.
B.
Proposals which in the University’s judgment, after the evaluation of documents required to be
submitted in response to this ITN, do not possess the capability to perform the ITN requirements or the
integrity and reliability to assure good faith performance based on past experience, shall be rejected as
non-responsive.
31. ADDITIONAL INFORMATION - The University reserves the right to request additional information
from proposers including information on past performances. Failure to request additional information is not
to be construed as an error on the part of the University.
32. PROPOSAL EVALUATION
Evaluation Process:
The University must be satisfied that the successful proposer has the necessary technical expertise,
experience, and resource capabilities to satisfactorily perform the requisite services stated in this ITN. An
award will be made to a responsible proposer whose proposal, conforming to the ITN, will be most
advantageous to the University, price and other factors considered.
A Selection Committee, hereinafter referred to as the “Committee”, will be appointed by the University
President to review and evaluate each proposal submitted in response to this Request for Proposal (ITN).
The University President shall be responsible for recommending the successful proposer(s) the Board of
Trustees for its review and approval.
The Purchasing Office will distribute to each member of the Committee a copy of each proposal. The
Committee members will independently base their evaluation of each proposal on the criteria stated herein.
The Selection Committee will evaluate each proposal on its own merit. The Committee will assign points
utilizing the criteria identified herein.
During the process of evaluation, the Committee will conduct examinations of proposals for responsiveness
to requirements of this ITN.
The Committee shall make a determination of the responsive level of each Proposal. Proposals that are
determined to have been submitted by non-responsive Proposers will be so marked.
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VENDOR’S NAME _____________________________________________
Criteria for Evaluation
The Committee will evaluate the responses to the ITN taking into consideration the following criteria and
using EVALUATION SCORING SHEET in APPENDIX VII to record the evaluation.
1. Approach to project narrative that includes: (a) identification of the critical issues for the project to be
successful; (b) evidence that the proposed team has the capacity to obtain the necessary financing to
accomplish the project and a narrative describing how this financing might be obtained and repaid; (c) how
the proposer will design/construct/renovate the facilities to meet the University’s objective identified in
EXHIBIT – SCOPE OF PROCUREMENT”; (d) specifics as to how the proposer intends to generate
revenues to cover debt service, maintenance, and operations such that high quality student residential
experience is sustained and benefits to the University are maximized; and (e) costs (Maximum 40 points)
2. Qualifications and experience of the proposer in designing and building facilities. (Maximum 30 points)
3. Evidence that the proposed team has the financial strength and sufficient working capital to meet the
procurement requirements. (Maximum 35 points)
4. Qualifications and related experience of the key individuals that will be working on the design, financing
and construction of the facilities. (Maximum 25 points)
5. Assurance that the proposed team understands: (a) the University’s mission; and (b) the objectives of the
ITN; (Maximum 10 points)
Total Assigned Points: 140 points
Using the evaluation criteria specified above, the University shall evaluate and rank responses and, in the
University’s sole discretion, proceed to negotiate with Proposers as follows:
The ranking will be posted for review by interested parties at:
http://www.famu.edu/index.cfm?a=Purchasing&p=Solicitations and will remain posted for a period of seventytwo (72) hours.
Negotiations:
The President will appoint a Negotiating Team to negotiate with the top short-listed Proposers. The University
reserves the right to negotiate this ITN with the short-listed Proposers. The University reserves the right to
negotiate concurrently or separately with short-listed Proposers. The University reserves the right to accept
portions of a competing proposer’s response and merge such portions into one project, including contracting
with the entities offering such portions. A partial list of negotiable items is referenced in APPENDIX VI.
Before award, the University reserves the right to seek clarifications, to request reply revisions, and to request
any information deemed necessary for proper evaluation of responses from all qualifying Proposers.
After review of written responses, site visits, and reference checks, the short-listed proposers may be required,
at the sole option of the University, to make an oral presentation or provide written clarifications. Such
presentations or clarifications will provide an opportunity clarify their proposal responses. Oral presentation
hand-outs and written clarifications will be affixed to the Contractor’s ITN proposal and become a part of same
as if originally submitted. The Director of Purchasing or designee will initiate and schedule a time and location
for any presentations, which may be required.
Following these steps the Negotiating Team may interview the management team the company is proposing to
bring to the FAMU account. After site visits, negotiations, and management team interviews have been
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VENDOR’S NAME _____________________________________________
completed, companies will be given a deadline for submission of a “best and final” offer. The negotiation
process will stop upon submission of the “best and final” offers and companies will not be allowed to make
further adjustments to their offer or communicate further with the university, except to respond to requests for
clarification from the Negotiating Team.
The focus of the negotiations will be on achieving the solution that provides the best value to the University.
The award recommendation of the Negotiating Team will be based upon the initial written response, site visits
if any, management team interviews and best and final offers. That recommendation will be submitted to the
Vice President for Administrative and Financial Services for review before being submitted to the University
President for review and recommendation to the Board of Trustees. Once the contract award is determined, the
successful contractor and the University will prepare a final contract document.
In its sole, discretion, the University reserves the right to withdraw this ITN either before or after receiving
responses, to reject any and all responses either in whole or in part, with or without cause or waive any ITN
requirement informalities, deficiencies, in any response, and determine the qualifications and acceptability of
any party or parties submitting responses to this ITN, if the University determines such action is in the best
interest of the University. The University reserves the right to waive minor irregularities in replies to the
solicitation. Issuance of the ITN in no way constitutes a commitment by the University to award a
contract or to enter into a lease.
All proposals submitted to the University are subject to the University’s terms and conditions contained in the
ITN, relevant state laws and University rules governing leases. Any and all additional terms and conditions
submitted by proposers are rejected and shall have no force or effect.
33. CONTRACT AWARD - There is no obligation on the part of the University to award the contract to the
Proposer with the lowest prices. The University reserves the right to award the contract to the proposer
submitting a responsive proposal with a resulting negotiated agreement which is most advantageous and in
the best interest of the University.
The University shall incorporate the successful proposer's proposal into a contract. Failure of a proposer to
accept this obligation may result in the cancellation of any award.
The selected proposer will be required to assume responsibility for all services offered in the proposal. The
University will consider the selected proposer to be the sole point of contact with regard to contractual
matters, including payment of any or all charges.
34. PROPOSER'S RESPONSIBILITIES - The Proposer must thoroughly examine and will be held to have
thoroughly examined and read the entire ITN document. Failure of the Proposer to fully acquaint himself with
existing conditions or the amount of work involved will not be a basis for requesting extra compensation after
the award of the ITN. It is understood and the Proposer hereby agrees that it shall be solely responsible for
all services that it proposes, notwithstanding the detail present in the ITN.
35. ITN INTERPRETATION - Interpretation of the wording of this document shall be the responsibility of
the University and that interpretation shall be final.
36. ERRORS AND OMISSIONS - The Proposer is expected to comply with the true intent of this ITN taken
as a whole and shall not avail itself of any errors or omissions to the detriment of the services. Should the
Proposer suspect any error, omission, or discrepancy in the specifications or instructions, the Proposer shall
14
VENDOR’S NAME _____________________________________________
immediately notify the University, in writing, and the University shall issue written instructions to be
followed. The Proposer is responsible for the contents of its proposal and for satisfying the requirements set
forth in the ITN. The University is not liable for any errors or misinterpretations made by the proposer in
responding to the ITN.
37. PERIOD OF FIRM OFFER - Prices, terms and conditions must be kept firm for at least 90 days after the
last time specified for submission of proposals. If no period is indicated by the Proposer in the proposal, the
price will be firm for 90 days and continued thereafter until written notice to the contrary is received from
the Proposer, unless otherwise specified in this proposal. Firm proposals for periods of less than 90 days
may be considered non-responsive.
38. PROPOSER PRESENTATIONS - The University reserves the right to require that each respondent
provide a formal presentation of its proposal at a date and time to be determined.
39. GENERAL TERMS AND CONDITIONS OF THE CONTRACT:
1. Entire Agreement - A proposer’s written submission in response to this ITN shall be considered as the
proposer’s formal offer. The content of the ITN, the proposer’s submission in response to the ITN and any
resulting contract shall be considered the entire agreement between the successful proposer and the
University. It is understood and agreed that nothing herein or in the resulting contractual agreement is
intended, or should be construed, as constituting the proposer as the agent or representative of the University
for any purpose or in any manner whatsoever. The proposer is, and shall remain, an independent contractor
operating in accordance with the terms and conditions of the agreement as a result of this ITN.
The University will not be liable for any fees or charges not detailed as a part of this proposal in the
Financing, Designing, Constructing, and Renovating of Florida A&M University (FAMU) Student Housing.
2. Parties to the Contract - Parties to the contract will be the University and the successful proposer.
Payment will only be made to the successful proposer and in the name as it appears on the proposal
submitted and the resulting contract.
3. Amendments - Any amendments, alterations or modifications to the contract resulting from this ITN
must be signed or initialed and approved by all signatories noted on the contract. The Laws of the State of
Florida, the Florida Administrative Code and the Florida Board of Governors and University regulations
shall govern the validity, construction, and effect of the contract. The University, as an agency of the State
of Florida, is entitled to the benefits of sovereign immunity including immunities for taxation.
4. Risk - Applicable provisions of all federal, State of Florida, county and municipal statutes, laws,
ordinances, rules and regulations shall govern any proposal submitted hereto and any resulting contract.
Lack of knowledge by any proposer shall not constitute a cognizable defense against the legal effect thereof.
Disputes arising from, or in connection with, the contract shall be determined before a Florida court of
competent jurisdiction or through an applicable administrative proceeding in Leon County, Florida,
whichever is appropriate to the circumstances under Florida law in the event that either party is required to
obtain any permit, license or authorization as a prerequisite to performing its obligation under the contract,
the cost shall be borne by the party required to obtain the permit, license or authorization.
5. Negotiations -In the event services are required to be performed or equipment required to be purchased
that are not set out in the ITN, but are within the general scope of the requirements, the University and the
successful proposer hereby reserve the right to negotiate the terms covering the required services or
equipment.
15
VENDOR’S NAME _____________________________________________
6. Additions, Deletions and Substitutions - The University reserves the right to add to or to delete any
item from this ITN on a periodic basis as necessary when deemed in the best interest of the University. The
vendor is responsible for submitting requests on a timely basis with sufficient documentation to allow
evaluation of the request.
The University will consider changes to contract items provided revisions are in accordance with the
conditions and specifications contained in this ITN. The University reserves the right to accept or reject
changes proposed by the proposer.
7. Insurance - The successful proposer shall not commence any work until all the required insurance has been
obtained and the University has approved such insurance, nor shall the successful proposer allow any
subcontractors to commence work on subcontracts until all similar insurance required for the subcontractor has
been so obtained and approved. All insurance policies shall be with insurers who are qualified and doing
business in the State of Florida, and with an A.M. Best rating of no less that A. The contractor shall furnish
proof of coverage of insurance by certificates of insurance accompanying the agreement and shall name the
Florida A&M University and their Board of Trustees as an additional name insured. The insurer shall provide
30 days written notice to the certificate holder if a policy is to be cancelled before the expiration date thereof.
The contractor shall be required to furnish a public liability policy of insurance protecting the public against
bodily injury and property damage, worker’s compensation coverage and commercial blanket bond in
accordance with the following schedule and conditions:
Coverage
Minimum Limits of Liability
A. Bodily Injury Liability
$1,000,000 each accident
B. Property Damage Liability
(other than automobile)
$1,000,000 aggregate operations
$1,000,000 aggregate protective
$1,000,000 aggregate contractual
C. Worker’s Compensation
Limit of liability as provided by
Worker’s Compensation Law,
State of Florida
The contractor shall secure and maintain during the life of the contract, Worker’s
Compensation Insurance for all his employees connected with the work of this project
and in case any work is sublet, the Contractor shall require the subcontractor similarly to
provide Worker’s Compensation Insurance for all the latter’s employees unless such
insurance shall comply fully with the Florida Worker’s Compensation Law. In case any
class of employees engaged in hazardous work under this contract at the site of the
project is not protected under Worker’s Compensation statute, the Contractor shall
provide, and cause each subcontractor to provide, adequate insurance satisfactory to the
purchaser, for protection of his employees not otherwise protected. If there is an
instance where the Contractor is subcontracting the required services with a vendor who
is not required by Florida Statute to cover their employees by Worker’s Compensation,
the Contractor must obtain prior approval of the subcontractor by the Florida A&M
University.
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VENDOR’S NAME _____________________________________________
D. Commercial Auto Liability
$1,000,000 combined single limit
E. Commercial Blanket Bond
$500,000
F. Fidelity Bond
$500,000 per claim
The successful proposer shall supply a Commercial Blanket Bond, which covers loss occasioned by theft
and the hazards customarily covered by such bonds and a Fidelity Bond for faithful service. Such policy
is to cover the losses by identifiable employees. The Florida A&M University may request higher limits
if the exposure to loss increases.
The University shall be exempt from, and in no way liable for, any sums of money that may represent a
deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the
bidder and/or subcontractor providing such insurance.
The public liability policy shall be properly endorsed with the “Hold Harmless Agreement” to save
Florida A&M University and their Board of Trustees, State officials and employees harmless and to
indemnify Florida A&M University for any claim or liability to benefits under the Worker’s
Compensation Law of Florida (Chapter 440, Florida Statutes) occasioned by an accidental injury to
temporary help by Florida A&M University.
Such policy or policies of insurance shall contain an endorsement giving the Florida A&M University
Purchasing Department thirty (30) days written notice in advance of any material alteration or
cancellation of the policy. Such policy or policies should contain a 3rd party rider showing the Florida
A&M University and their Board of Trustees as additional named insured. Such policy is to be submitted
to the Florida A&M University, Purchasing Department for approval no less than ten (10) days prior to
the commencement of the term of the agreement.
8. Applicable State Law - Any contract resulting from this ITN shall be governed by the laws of the State
of Florida and University Regulations.
9. Termination - If the Contractor fails to fulfill any of its obligations under this Contract, or otherwise,
through no fault of the University, such failure shall be considered a default and shall entitle, but not
obligate, the University to suspend performance under or to terminate this Contract, in whole or in
part, at the University's discretion, if the Contractor fails to cure such default within thirty (30) days
after receipt of a written notice thereof from the University. Termination shall be effected by delivery
to the Contractor of a written notice specifying whether termination is for the default of the Contractor
or for the University's convenience, the extent to which services under this Contract are to be
terminated, and the date upon which such termination becomes effective. After receipt of such written
notice, and except as otherwise directed in writing by the University, the Contractor shall promptly
stop work under this Contract on the date and to the extent specified in the notice, terminate all
subcontracts to the extent that they relate to the performance of services terminated by the notice, and
complete performance of such services as shall not have been terminated by the notice.
In the event of termination for convenience, the University shall pay the Contractor (i) the full amount
due for goods satisfactorily delivered and/or services satisfactorily rendered; (ii) approved costs and
expenses incurred which remain unpaid at the time of such termination, and (iii) such other costs of
termination, if any, as may be mutually agreed by the parties. The University shall have the right to
set off against amounts otherwise owed the Contractor all amounts owed by the Contractor to the
17
VENDOR’S NAME _____________________________________________
University under this Contract or otherwise.
40. USE OF SUB-CONTRACTORS - If the proposer plans to use sub-contractors to perform any portion of
the work described in this request for proposal, the proposer must clearly state so in the ITN. The ITN
response must include a description, of which portion(s) of the work will be sub-contracted out, and the
names and addresses of potential sub-contractors.
41. INSPECTION OF PROPOSER’S FACILITIES - The right is reserved to inspect and investigate
thoroughly the establishment, facilities, equipment, business reputation and other qualifications of any
Proposer and their subcontractors and to reject any proposal irrespective of price, if it shall be
administratively determined the Proposer is deficient in any of the essentials necessary to assure acceptable
standards of performance. The University reserves the right to continue this inspection procedure throughout
the life of this contract.
42. ASSIGNMENT - Under no circumstances shall the successful proposer assign to a third party any right or
obligation of the successful proposer pursuant to this ITN without prior written consent of the University. If
the successful proposer is, or during the term of the contract resulting from this ITN, becomes an individual
on the payroll of the State of Florida, the successful proposer represents that he or she has complied with all
applicable provisions in the Florida Statutes and Florida Administrative Code regarding outside or dual
employment and compensation.
43. PUBLIC ACCESS - The successful proposer shall allow public access to all documents, papers, letters or
other material subject to the provisions of Chapter 119, Florida Statutes, and made or received by him/her in
conjunction with the contract resulting from this ITN. Refusal by the successful proposer to allow such
public access shall be grounds for cancellation of the contract by the University.
44. COMPANY QUESTIONS - Questions to the ITN document and/or process should be written and
submitted no later than the day and time shown in the Calendar of Events. FAMU will respond to questions
via and addendum which will be posted to the FAMU Purchasing Department website:
http://www.famu.edu/index.cfm?a=Purchasing&p=Solicitations. All postings referred to in this ITN will be
posted electronically on this website. At all times it shall remain the responsibility of the company
participating in the ITN to check the website for postings of addenda or short list or award decisions. No
further notice will be given.
45. SOLE POINT OF CONTACT/NO LOBBYING - The University’s sole point of contact for all matters
relating to this ITN is:
Herman “Buddy” Barker, Purchasing Director
Purchasing and Receiving
Florida A&M University
204 Foote-Hilyer Administration Center
Tallahassee, FL 32307
Phone: (850) 599-3203
Fax:
(850) 599- 2160
Email: Herman. Barker @FAMU
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VENDOR’S NAME _____________________________________________
Any individual associated with the company participating in this ITN who contacts or seeks to lobby any
other university employee and/or Evaluation Committee member regarding any aspect of this ITN, who
attempts to discuss the ITN with any representative of the University other than the person designated as the
sole point of contact, whether such contact be in person, telephone, or through electronic or written
correspondence, may be determined to have violated the terms and conditions of this solicitation. If that
determination is made, any proposal received from such an individual OR his or her company may be
rejected as non-responsive, not subject to evaluation. If there are any changes or additions to the sole point
of contact information at any time in the process, participating companies will be notified via an addendum
to the ITN.
46. INVESTIGATIONS BY PARTICIPATING PROPOSERS - The University has scheduled optional tours
of the housing facilities (see Calendar of Events). Proposers shall make all investigations at their own cost,
to thoroughly inform themselves regarding the scope of services referenced in the ITN. No plea of
ignorance by those responding to the ITN or by the successful proposer, of conditions that exist or that may
hereafter exist as a result of failure or omission on the part of the proposer to make the necessary
examinations and investigations, or failure to fulfill the requirements of the contract documents, will be
accepted as a basis for varying the requirements of the ITN or to the contract, including compensation, with
the successful proposer.
47. INTERPRETATIONS / DISPUTES - Any questions concerning conditions and specifications shall be
directed in writing to the FAMU Purchasing Department, to the attention of the person designated as the
sole point of contact, by the date and time outlined in the Calendar of Events. No interpretation shall be
considered binding unless provided in writing by the university in response to requests in full compliance
with this provision. Any person who is adversely affected by the university’s decision or intended decision
concerning a solicitation or contract award and who wants to protest such a decision shall file a protest in
compliance with Section 120.57(3)(b), F.S. Failure to file a protest within the time prescribed in Section
120.57(3) (b), F.S shall constitute a waiver of proceedings.
48. PUBLIC ENTITY CRIMES/ACTIVE LITIGATION: By submitting a proposal, the proposer certifies
that it and its employees who will perform hereunder, have not been placed on the convicted vendor list
maintained by the State of Florida Department of Management Services within the thirty-six (36) months
immediately preceding the date hereof, as provided in Section 287.133 Florida Statutes.
Further the proposer certifies that neither it nor any of its employees or officers are or have been a named
party in any litigation in any court against the University within the thirty-six months immediately
preceding the date hereof.
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VENDOR’S NAME _____________________________________________
49. NOTICE OF ITN PROTEST, BONDING REQUIREMENT - Any person or company/business who
files an action protesting a decision or intended decision pertaining to the ITN solicitation administered by
the university pursuant to Section 120.57(3)(b), Florida Statutes, shall post with the university at the time of
filing the formal written protest, a BOND payable to the university in an amount equal to ten percent of the
total volume of the contract or $10,000, whichever is less, which bond shall be conditioned upon the
payment of all costs which may be adjudged against the protester in the administrative hearing in which the
action is brought and in any subsequent appellate court proceeding. In lieu of a bond, the university may, in
either case, accept a cashier’s check or money order in the amount of the bond. FAILURE TO FILE THE
PROPER BOND AT THE TIME OF FILING THE FORMAL PROTEST WILL RESULT IN A DENIAL
OF THE PROTEST.
50. PUBLIC RECORDS - All materials submitted by a company in response to this solicitation, in whole or in
part, are a public document pursuant to Section 119.07, Florida Statutes. This included any material that the
company might consider confidential or a trade secret. Any reference to confidentiality or restrictions on
circulation or release of all or part of any proposal submitted, whether such reference is submitted either
purposely through intent or design or inadvertently appearing separately in transmittal letters, specifications,
literature, price lists or warranties, it is understood and agreed the conditions as stated in this solicitation are
the only conditions applicable to this ITN, and the authorized signature of the company representative
affixed to the acknowledgement form attests to this.
EXHIBIT “A” – SCOPE OF PROCUREMENT
1.0
Objective: The University’s objective is to increase the amount and quality of on-campus housing for
students while improving the on-campus residential experience to enhance recruiting, retention, and
graduation.
2.0
Proposal to Construct New Housing
2.1 Location: The new housong will be located in the area currently occupied by the Polkinghorne
Villages apartments on the FAMU main campus in Tallahassee, Florida (please see map 1). The
University currently has approximately 74-years remaining on its lease of the land from the state of
Florida. The University expects to receive approval from the state of Florida to sublease the land to
the prospective developer. The prospective developer would be expected to make a fair market lease
payment for the use the leased land.
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VENDOR’S NAME _____________________________________________
2.2 Ownership: The University will consider either full ownership of the new housing by the developer
initially and an agreement made for the transfer of ownership to the University at a mutually agreed
on future date or full ownership by the University.
2.3 Basic Description: The new facility will be an 800-bed suite-style facility with a mixture of 4bedroom x 2-bath(60%), 2-bedroomx2-bath (20%), and 2-bedroomx1-bath (20%) suites.
2.4 Design: The design of the facility must be consistent with and complement the requirements of the
University’s Master Plan (see Appendix - I) and must blend into existing and future architectural
concepts. The University will consider designs that have already been constructed or are being
constructed.
2.5 Construction: Construction of the facility must be done in accordance with the appended
Construction Guidelines (see Appendix – II). The demolition of the existing apartments of
Polkinghorne Village must be included in the proposal. The provision of approximately 600 parking
spaces should be included as an option in the proposals.
2.6 Financing: Proposers are expected to be able to provide their own financing for the demolition of
the Polkinghorne Villages apartments and for the design, construction, and furnishing of the new
facility.
2.7 Timing: The new facilities should be ready for occupancy by the end of July 31, 2010.
2.8 Operations/Management: The University will consider either operations/management by the
developer or by the University itself.
2.9 Estimated Project cost: $40 -55 million
3.0
Proposal for the Renovation of Sampson and Young Student Housing
3.1 Location: Sampson and Young residence halls are located in the central campus area (see Map 1)
3.2 Ownership: The University will consider either full ownership by the developer initially and an
agreement made for the transfer of ownership to the University at a mutually agreed on future date
or full ownership by the University.
3.3 Basic Description: Sampson and Young residence halls are currently off line. The renovation
must result in single and double room occupancy with at least 190 beds available for rental.
3.4 Design: Sampson and Young are historical buildings and as such thedesign must be in compliance
with preservation requirements.
3.5 Renovation: The renovation of the facilities must be done in accordance with the appended
Construction Guidelines (see Appendix – II).
3.6 Financing: Proposers are expected to be able to provide their own financing for the renovation
and refurnishing of Sampson and Young residence halls. Sampson and Young residence halls,
while making no revenue contributions, are included as assets in the University Bond Issues (see
Appendix III.)
3.7 Timing: The renovated facilities should be ready for occupancy by the end of July 2010.
3.8 Operations/Management: The University will consider either operations/management by the
developer or by the University itself.
3.9 Estimated Project Cost: $10 -13 million
4.0
Proposal for the Renovation of Other Existing Student Housing
4.1 Location: The locations of the other existing facilities are shown on the attached Map1.
4.2 Ownership: The University will maintain ownership of these other existing housing.
4.3 Basic Description: The other existing dormitories comprise 2376 beds. Appendices III and IV
provide additional information on the other existing housing.
4.4 Renovation: The renovation of the other existing housing must done in accordance with the
appended Construction Guidelines (see Appendix – II).
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VENDOR’S NAME _____________________________________________
4.5 Financing: Refinancing the existing debt must be included in the proposal. Proceeds from
refinancing should be combined with financing provided by the proposer to provide adequate
financing for the required renovations and refurnishing of the other existing housing. Proposers
should also include the provision working capital, if needed, for the continued operations of the
existing housing. Information on the outstanding debt for the existing housing is shown in
Appendix III.
4.6 Timing: The renovation of the other existing housing should be initiated as soon as practicable and
timed to minimize adverse impacts to student residential life and the profitability of the existing
facilities. It is anticipated that all identified renovations would be completed by 2015.
4.7 Operations/Management: The University will be responsible for the operations/management of
the other existing facilities.
4.8 Estimated Project Cost: $20-30 million
5.0
Other Housing Information:
Appendix IV is the copy of a FAMU Housing Study done by MGT of America in 2004. This study provides
some helpful background information. Appendix V provides additional information on FAMU’s existing
housing program. Appendix VI has a list of the Primary Negotiation and Discussion Items
Submittals shall be limited to 100 pages including maps; pages in excess of 100 pages will neither be
considered in determining responsiveness nor be used in evaluation.
6.0
Length of Proposals
Submittals shall be limited to 100 pages including maps; pages in excess of 100 pages will neither be
considered in determining responsiveness nor be used in evaluation. Proposals must be numbered in
sequence.
7.0
Consolidated Proposal
Proposers must submit a single proposal that includes the scope of work for the new housing, Sampson
and Young Residence Halls, and the other housing facilities.
APPENDICES
APPENDIX - I –UNIVERSITY’S MASTER PLAN and APPENDIX - II – UNIVERSITY
CONSTRUCTION GUIDELINES will be posted on line at:
http://www.famu.edu/index.cfm?a=Purchasing&p=Solicitations
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VENDOR’S NAME _____________________________________________
Appendices III follows.
APPENDIX - III
OUTSTANDING DEBT ISSUES FOR EXISTING FACILITIES
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VENDOR’S NAME _____________________________________________
Year
Maturity
Type
Rate
Maturity Value
1992 Apartments
1992 Apartments
1992 Apartments
1992 Apartments
1992 Apartments
1992 Apartments
1992 Apartments
1992 Apartments
1992 Apartments
1992 Apartments
1992 Apartments
1992 Apartments
1992 Apartments
1992 Apartments
1992 Apartments
07/01/2009
07/01/2010
07/01/2011
07/01/2012
07/01/2013
07/01/2014
07/01/2015
07/01/2016
07/01/2017
07/01/2018
07/01/2019
07/01/2020
07/01/2021
07/01/2022
07/01/2023
Serial Coupon
Serial Coupon
Serial Coupon
Serial Coupon
Serial Coupon
Serial Coupon
Term 1 Coupon
Term 1 Coupon
Term 1 Coupon
Term 2 Coupon
Term 2 Coupon
Term 2 Coupon
Term 2 Coupon
Term 2 Coupon
Term 2 Coupon
6.400%
$220,000
6.450%
$230,000
6.450%
$245,000
6.450%
$265,000
6.500%
$280,000
6.500%
$300,000
6.500%
$320,000
6.500%
$340,000
6.500%
$360,000
6.500%
$385,000
6.500%
$410,000
6.500%
$440,000
6.500%
$470,000
6.500%
$500,000
6.500%
$530,000
Subtotal ---- - $5,295,000
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
1996 Apartments
07/01/2009
07/01/2010
07/01/2011
07/01/2012
07/01/2013
07/01/2014
07/01/2015
07/01/2016
07/01/2017
07/01/2018
07/01/2019
07/01/2020
07/01/2021
07/01/2022
07/01/2023
07/01/2024
07/01/2025
Serial Coupon
Serial Coupon
Serial Coupon
Serial Coupon
Serial Coupon
Serial Coupon
Serial Coupon
Serial Coupon
Term 1 Coupon
Term 1 Coupon
Term 1 Coupon
Term 1 Coupon
Term 1 Coupon
Term 2 Coupon
Term 2 Coupon
Term 2 Coupon
Term 2 Coupon
5.300%
$310,000
5.400%
$325,000
5.500%
$345,000
5.500%
$365,000
5.600%
$385,000
5.600%
$410,000
5.625%
$435,000
5.625%
$460,000
5.625%
$490,000
5.625%
$520,000
5.625%
$550,000
5.625%
$580,000
5.625%
$615,000
5.625%
$655,000
5.625%
$695,000
5.625%
$735,000
5.625%
$780,000
Subtotal - ----- $8,655,000
Total --- - $13,950,000
APPENDIX - IV – 2004 FAMU HOUSING STUDY BY MGT OF AMERICA
will be posted on line at: http://www.famu.edu/index.cfm?a=Purchasing&p=Solicitations
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VENDOR’S NAME _____________________________________________
Appendices V through VIII follow.
APPENDIX V- ADDITIONAL INFORMATION ON EXISTING FAMU HOUSING
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VENDOR’S NAME _____________________________________________
1.0 Introduction
Florida Agricultural and Mechanical University (the University) is a land grant comprehensive historically
black university that is the third oldest institution in the State University System of Florida. The University is
nationally recognized, offering sixty-one (61) different baccalaureate degrees in 100 undergraduate programs,
thirty-five (35) graduate degrees in fifty-seven (57) graduate programs and two professional degree programs,
law and pharmacy.
The main campus is spread over 419 acres located on the highest of seven hills in Tallahassee, the Capital of
Florida. The total assets of the University are valued at more than $479 million dollars. The campus comprises
135 buildings and has a current operating budget of more than $400 million dollars.
The University Housing Department, within the Division of Student Affairs, supports the mission of the
University by providing student housing spaces within the University community
2.0 Mission and Vision
The mission of the University Housing Department (the “Housing Department”) is to promote a safe, clean,
service-oriented, efficiently managed, nurturing living and learning environment that is conducive to students’
academic pursuits and personal growth while fostering a sense of community, civic responsibility, and an
appreciation of diversity.
The University’s vision is toward the development of comprehensive, dynamic, high quality on-campus
communities that are valued by the University community as places for students to live and learn. Activities
that enhance student learning always receive priority over others. Faculty involvement and interaction are
greatly emphasized.
The Housing Department fosters a sense of community, civic responsibility and an appreciation for diversity.
Students who live on campus learn more about themselves and others. The students feel valued, confident, and
strong. Additionally, the students feel as if they are able to express their individuality while contributing to
their living/learning communities.
FAMU’S goal is to provide housing for at least 25 % of the University’s students. The current deficit is 515
beds. In addition, FAMU expects to take 202 beds off line in 2010 and 365 beds in 2015. In addition to the
information contained in this Appendix, supplemental information is included in Appendix IV which has a copy
of a FAMU Housing Study done by MGT of America in 2004.
2.0 Enrollment Projections
The University is projecting a conservative annual enrollment growth of 1%. Current (Fiscal year 2007-08)
enrollment is 11,562.
3.0 Student Profile


58.6% of the student population are females
41.4% are males



90% of the student population are African-American
4% are White
2% are Hispanic
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VENDOR’S NAME _____________________________________________



81% of the students are at the undergraduate level
17% are at the graduate or professional level
2% are unclassified


85.5% are Florida residents
14.5% are non-Florida residents
4.0 Description of Existing Residence Halls
Table I below provides a summary of the existing Residence Halls.
TABLE I – Existing Residence Halls
Residence Hall
McGuinn Hall
Truth Hall
Cropper Hall
Diamond Hall
Wheatley Hall
Gibbs Hall
Paddyfote Complex
Palmetto North Apartments
Palmetto South Apartments
Phase III Apartments
Young Hall
(off-line)
Sampson Hall
(off-line)
Polkinghorne Village (offline)
Total
Total Operational
Year
Occupied
1938
1959
1953
1947
Capacity
1947
1955
1967
1974
1993
1996
1927
Last Year
Renovated
1980
1988
1989
1989
(2006
Refurbished)
1989
1989
N/A
N/A
N/A
N/A
1980
1938
1967
Type of Residence Hall
214
103
162
106
Traditional (Female)
Traditional (Female)
Traditional (Female)
Traditional (Female)
204
305
365
202
356
356
94
Traditional (Female)
Traditional (Male)
Traditional (Coed)
Apartments (Coed)
Apartments (Coed)
Apartments (Coed)
Traditional (Male)
1979
182
Traditional (Male)
N/A
146
Apartments (Coed)
2795
2373
NOTES:
 Some of the apartments in Palmetto North are designated for families.
 Traditional residence halls have single, double, triple, or quad occupancy rooms with a shared community bathroom with
one common lobby or social area.
 Apartments have single or double occupancy bedrooms with one or two bathrooms, a fully equipped kitchen, and a
dining area.
 The renovation to traditional residence halls will be done to complete needed maintenance and repairs, to upgrade the
appearance, to add additional amenities to promote socialization, to development community, and to support the
academic needs of students.
5.0 Rental Rate History
Rental rates for housing facilities at the University are reviewed annually in April. In compliance with the
standard practice established within the State University System concerning housing rental rates, the University
Housing Department submits a rental rate recommendation prior to April 1 of each year to the University
President’s Office for approval. The proposal is subsequently approved by the Board of Trustees before being
forwarded to the State Board of Education for concurrence.
The Housing System currently consists of air conditioned double rooms with a total of 1,249 bed spaces; air27
VENDOR’S NAME _____________________________________________
conditioned suites with a total of 915 bed spaces; air conditioned single rooms with a total of 112 bed spaces.
All housing facilities’ rental rates include utilities.
The projected rental rates are for illustration only and management of the University makes no representation as
to whether any rental rate increase will be made in the future. However, the State Board of Education has
covenanted in the Original Resolution to recommend, fix and include in its budget rental rates that will produce
sufficient revenues to pay amounts due with respect to any outstanding bonds secured by revenues from the
University Housing System. Rental rate increases are based on annual market surveys and needs analysis. The
projected rates shown below reflect a 4% to 5% annual increase for semester and monthly rates based on the
room or apartment characteristics. These rental rate assumptions were used in the calculation of projected
housing System Revenues set forth in "Projected Pledged Revenues and Debt Service Coverage." The
projections of future rental rates have been prepared by the University based upon the most recent available
information, which is believed to be accurate. Projections are statements of opinion and are subject to future
events which may cause the actual results to differ materially from those set forth herein. Undue reliance
should not be placed on these projections.
Table II below shows the rental rate per semester history. Fall and spring semester rates are similar. Rental rate
contracts are for 9 months.
TABLE II – Rental Rate/Semester History/Student
FY 02-03
Residence Hall
FY 03-04
Truth Hall
$
1,481
$ 1,629
Wheatley Hall
$
1,370
$ 1,507
Cropper Hall
$
1,370
$ 1,507
McGuinn Hall
$
1,370
$ 1,507
Diamond Hall
$
1,370
$ 1,507
Gibbs Hall
Paddyfote
(singles)
Paddyfote
(doubles)
$
1,481
$ 1,629
N/A
N/A
$
1,242
$ 1,366
Palmetto N Apts
Palmetto S Apts
(singles)
Palmetto S Apts
(doubles)
Phase III Apts
(singles)
Phase III Apts
(doubles)
$
1,508
$ 1,659
$
1,834
$ 1,871
$
1,627
$ 1,660
$
1,877
$ 1,915
$
1,671
$ 1,704
FY 04-05
$
1,694
$
1,567
$
1,567
$
1,567
$
1,567
$
1,694
$
1,771
$
1,421
$
1,750
$
1,974
$
1,751
$
2,020
$
1,798
Average
$
1,517
$ 1,622
$
1,703
FY 05-06
FY 06-07
FY 07-08
$ 1,694
$ 1,779
$ 1,886
$ 1,567
$ 1,645
$ 1,744
$ 1,567
$ 1,645
$ 1,744
$ 1,567
$ 1,645
$ 1,744
$ 1,567
$ 1,779
$ 1,886
$ 1,694
$ 1,779
$ 1,886
$ 1,771
$ 1,860
$ 1,972
$ 1,421
$ 1,492
$ 1,582
$ 1,750
$ 1,838
$ 1,948
$ 1,974
$ 2,073
$ 2,197
$ 1,751
$ 1,839
$ 1,948
$ 2,020
$ 2,121
$ 2,248
$ 1,798
$ 1,888
$ 2,001
$ 1,703
$ 1,799
$ 1,907
6.0 Housing Occupancy Information
28
VENDOR’S NAME _____________________________________________
All “First Time In College” (FTIC) students and /or students with less than twelve (12) semester credit hours
whose permanent residence is more than thirty-five (35) miles from the campus are required to live in
University on-campus housing. Table III provides historical housing occupancy information.
TABLE III – Housing System Occupancy Statistics
Total
Total Housing
% of
Academi
Housing
Total 1,2,3
Occupancy as
Applications
Total
Students Living
on Campus
c
Capacity
Occupancy % of Capacity
Received
Students
Year
1996-97
2,623
2,582
98.00%
3,437
8,631
40%
1997-98
2,952
2,799
95.00%
3,712
11,956
31%
1998-99
2,942
2,893
98.00%
3,936
11,956
26%
1999-00
2,944
3,094
99.00%
4,133
12,202
25%
2000-01
2,950
3,100
96.00%
4,225
12,257
25%
2001-02
2,974
3,174
106.72%
5,034
12,376
26%
2002-03
2,974
3,174
106.72%
4,184
12,464
25%
2003-04
3356
3388
100.09%
3808
13,115
25%
2004-05
3146
3156
100.03%
3940
13,105
25.8%
2005-06
2276
2279
100.01%
2639
12,179
18.7%
1
Occupancy figures are for the first day of the fall semester.
2
The statistics for 1998 through 2000 do not include twenty-four family housing units.
3
Part-time and full-time students are eligible to reside in campus housing.
4
Total applications received as of the start of the each fall semester.
5
Includes rooms assigned to student staff who are accommodated rent-free or at reduced compensation.
7.0 Student Housing Payments and Collection
Each student desiring to live on campus must submit a Housing Agreement along with an advanced payment
fee each academic year prior to the academic term the student wishes to enroll. The remaining balance is due
by the fifth day of classes.
The University implemented a net-check system in 1986 to facilitate the collection of tuition, housing and meal
plan fees from students receiving financial aid awards. The net-check system automatically deducts the full
amount of tuition, housing and meal plan fees from the student’s financial aid award prior to disbursement.
Students with unpaid housing balances are placed on the University wide receivable system for collections.
Students with unpaid balances are precluded from registering for a subsequent term and from receiving a
transcript or diploma until their account is paid. Students with financial aid deferment plans are permitted to
live in housing until aid has been disbursed. During financial aid distribution, housing fees are deducted from
the student’s total financial award. Additionally, the remaining students are on the college prepaid program.
Students are entitled to a refund of the advanced payment in accordance with the Housing Agreement
Cancellation Policies and Procedures, determined on a case by case basis. Additionally, the student who has
paid in full and withdraws from the University and vacates the facility in 37 days or less after the opening day
of the residential facilities is entitled to a refund on a pro-rata basis. The collection rate for housing fees, as of
one month after the start of the semester (doesn’t reflect late payment collections), was 86% in the fall 2004
semester, 88% in the spring 2005 semester and 85% in the fall of 2005 semester, for an average collection rate
for that period, as of November 3, 2005, of 66.3% with some financial aid still pending disbursement.
8.0 Comparison of Housing Rates
29
VENDOR’S NAME _____________________________________________
A survey of comparable off-campus facilities is included in the following section. The off-campus facilities
selected for this survey were student oriented facilities within a five mile radius of the campus. The average
rental rate for a two-bedroom apartment was $545 per month. The off-campus rental rates do not generally
include utilities or any required deposits.
The majority of off-campus students live in apartment style housing with other students as close to campus as
possible. Freshmen students and sophomore scholarship students are required to live on campus. As
enrollment continues to increase, the demand for campus housing is expected to increase.
TABLE IV - Survey of Off-Campus Housing Rates
for Unfurnished, Two Bedroom Apartments1
(As of fall 2005)
Apartment Facility
Colony Club
Casa Cortez
Chateau Deville
Charter Oaks
Longleaf
Kingston Square
1
Rent/Month
$735
$699
$690
$675
$575
$495
Apartment Facility
University Courtyard
College Club
Shaker Heights
Hillside
Rent/Month
$410
$405
$400
$395
The Tallahassee Apartment Rental Guide, published by Homes & Land Publishing, LTD, as well as
individual property management publications and offices were used as resources to survey
apartments within an approximate five mile radius of campus. Utilities are not included in the
rental fees.
9.0 Budgetary Information
The Housing Department’s budgetary process begins with a review of the prior Fiscal Year’s budget and
making adjustments for any expenses (salary, maintenance, programming, and renovations) that are anticipated
to occur during the following Fiscal Year. The Director of University Housing in conjunction with the
management staff reviews all information and prepares the budget. The Vice President for Student Affairs
reviews the budget before submission to the University’s Budget Office. The University’s Budget Office
coordinates the Vice President’s presentation and justification of the budget to the University President. After
review and approval by the University President, the budget is then submitted to the Board of Trustees for
approval. After approval by the University Board of Trustees, the Housing System budget is submitted to the
State Board of Education for review and recommendation. During the fiscal year, requests to transfer spending
authority among categories, such as from Salaries and Benefits to Expenses or Other Personal Services must be
approved by the Vice President for Student Affairs. Requests for additional budget based on unexpected or
increased revenues must be approved by the President.
TABLE V - Comparison of Housing System Budget to Actual for Fiscal Years
Ended June 30, 2002, 2003, 2004, and 2005 and Budget for Fiscal Year Ending June 30, 2006
FY 2001-02
FY 2002-2003
Budget
Actual
+ (-)
Budget
Actual
+ (-)
Revenue from
Operations
8,568,124 8,823,867
255,743
8,586,717 8,534,731
(51,986)
Beginning Cash
1,215,529
474,884 (740,645)
2,668,590 1,873,890
(794,700)
30
VENDOR’S NAME _____________________________________________
Balance
Total Revenue
Available
Expenditures:
Salaries and Benefits
Other Personal
Services
9,783,653
9,298,751
(484,902)
11,255,30
7
10,408,62
1
(846,686)
1,907,769
1,618,581
(289,188)
2,218,498
1,764,315
(454,183)
1,240,913
1,300,945
1,003,577
995,504
(8,073)
Operating Expense
Operating Capital
Outlay
Non Operating
Expense
Debt Service
Replacement Reserves
3,112,292
1,332,876
60,032
(1,779,416
)
2,469,775
2,968,832
499,057
226,800
150,826
(75,974)
450,000
31,263
(418,737)
687,828
1,387,972
256,933
1,390,777
1,373,923
256,933
732,516
1,387,972
257,602
732,516
1,241,877
257,602
0
(146,095)
0
Total Expenditures
Ending Cash Balance*
1
8,820,507
7,424,861
702,949
(14,049)
0
(1,395,646
)
8,519,940
7,991,909
(528,031)
963,146
1,873,890
910,744
2,735,367
2,416,712
(318,655)
FY 2003-2004
Actual
+ (-)
14,162,73
9,267,654
6 4,895,082
2,658,752
11,926,40
6
2,416,712
16,579,44
8
4,653,042
2,832,467
2,051,494
(780,973)
FY 2004-2005
Actual
+ (-)
11,946,20 (2,537,707
2
)
(1,726,396
2,991,314 1,264,918
)
17,475,22 13,211,12 (4,264,103
3
0
)
0
2,933,241 2,120,760
(812,481)
1,360,692
1,220,633
(140,059)
1,410,258
1,346,962
Operating Expense
Operating Capital
Outlay
Non Operating
Expense
Debt Service
Replacement Reserves
2,488,494
8,898,675
6,410,181
6,518,969
172,000
63,129
(108,871)
877,309
1,387,972
278,030
559,586
(22,298)
0
Total Expenditures
Ending Cash Balance
*1
9,396,964
1,436,895
1,365,674
278,030
15,314,53
0
2,529,442
1,264,918
Budget
Revenue from
Operations
Beginning Cash
Balance
Total Revenue
Available
Expenditures:
Salaries and Benefits
Other Personal
Services
(242,040)
5,917,566
(1,264,524
)
Budget
14,483,90
9
FY 20052006
Budget
8,753,473
8,753,473
1,796,012
4,248,814
(63,296)
(2,270,155
)
938,678
4,165,310
350,000
72,593
(277,407)
50,000
1,143,414
1,387,972
434,517
14,178,37
1
1,542,147
1,359,091
434,517
11,124,88
5
138,630
1,387,972
262,604
3,296,852
2,086,235
398,733
(28,881)
0
(3,053,486
)
(1,210,617
)
8,739,206
14,267
*1. Investment Balances in the State Treasury and State Board of Administration and Cash on Hand
*2. FY 2004-2005 include cash of $860,102.54 plus investment Balance of $1,226,132.89
31
VENDOR’S NAME _____________________________________________
APPENDIX VI
Negotiation and Discussion Issues


























Lease/sublease terms
Financing and Refinancing
FAMU/Developer Partnership
Design
Construction Standards
Renovation parameters
Repair and maintenance
Ownership transfer terms
Revenue optimization for the University
Occupancy guarantees/priorities
University and Developer guarantees
Developer Performance Standards
Rental rates
Amenities
Master Plan Compliance
Timing
Responsibility for Operations/management
Payments to the University
Security/Safety
Utilities
Termination
Inventory
Licenses, permits, taxes
Insurance
Parking
Other general terms of contract
32
VENDOR’S NAME _____________________________________________
APPENDIX VII
EVALUATION SCORING SHEET
NAME OF PROPOSING COMPANY_______________________________________
INSTRUCTIONS TO SELECTION COMMITTEE MEMBER:
Each Selection Committee member must independently score, in writing, each proposal on the form below.
Each Selection Committee member shall enter his/her comments, if any, regarding the proposal and then sign
the completed score forms and deliver them, in a sealed envelope, to the Purchasing Director. A tabulation
sheet will be posted in the Purchasing Office and the Purchasing Department’s website:
http://www.famu.edu/index.cfm?a=Purchasing&p=Solicitations
showing the results of the Selection
Committee’s scoring, including total points scored.
1.
2.
3.
Evaluate each proposal on a separate form.
Work independently and do not discuss the Proposals or your evaluation with anyone.
When the forms are completed, sign and date the forms and deliver them in a sealed envelope to
Herman Barker, Director of Purchasing
SUBMISSION REVIEW FACTORS
1. Approach to Project.
2. Qualifications and Experience for program design.
3. Evidence of financial strength.
5. Qualifications and Experience of key individuals of the design,
financing, and construction team.
6. Assurance that the proposed team recognizes the “at risk”
nature of any subsequent agreement.
TOTAL POINTS
MAX
POINTS
40
30
35
25
POINTS
AWARDED
10
140
Comments, if any (add pages if necessary):
EVALUATOR’S NAME__________________________________________________
EVALUATOR’S SIGNATURE_____________________________________________
DATE__________________________________________________________________
33
VENDOR’S NAME _____________________________________________
APPENDIX VIII - AMENDMENTS ACKNOWLEDGEMENT FORM
AMENDMENTS ISSUED BY THE UNIVERSITY
Failure to acknowledge receipt and compliance with the amendments issued by the
University will result in disqualification.
Amendment No. _____
Dated __________
__________
YOUR INITIALS
Amendment No. _____
Dated __________
__________
YOUR INITIALS
Amendment No. _____
Dated __________
__________
YOUR INITIALS
__________________________________________________
COMPANY'S NAME
__________________________________________________
TYPE THE NAME OF THE AUTHORIZED REPRESENTATIVE TO BIND THE
COMPANY INTO A CONTRACT/PURCHASE ORDER
__________________________________________________
SIGNATURE OF AUTHORIZED REPRESENTATIVE
__________________________________________________
FEID NO./SOC. SEC. NO. (ENTER APPLICABLE NO.)
__________________________________________________
PHONE NUMBER
FAX NUMBER
___________________________________________________
EMAIL ADDRESS
34
VENDOR’S NAME _____________________________________________