State of Florida “Preferred” Lease Approval Process

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Presentation transcript:

State of Florida “Preferred” Lease Approval Process RSN or Specific Action Request (SAR) State of Florida Step I Responsibility: Agencies & DMS Determine Owned vs. Leased Space Scenario Step II Responsibility: DMS “Preferred” Lease Approval Process DMS Authorizes Staubach To Proceed Step III Responsibility: DMS Gather Requirements/Specifications from Agencies Responsibility: Agencies, DMS & Staubach Step IV Agencies & DMS & Staubach Agencies & DMS Survey Market / Identify Potential Sites & Set Boundaries DMS & Staubach Step V Responsibility: Agencies & Staubach Agencies & Staubach DMS Prepare/Assemble/Approve ITN Package for Distribution Responsibility: Staubach with Approval/Sign-off by DMS and Agencies Staubach Step VI Agencies Advertisement/Internet & Newspaper Step VII Responsibility: Agencies Distribute ITN Package to Potential Landlords with copy to Staubach Step VIII Responsibility: Agencies Completed ITNs submitted by Landlords to Staubach for Consideration Step IX Responsibility: DMS &Staubach Step X Staubach Reviews Completed ITNs and prepares a Comparative Analysis for DMS and Agency Review Responsibility: Staubach Evaluation Committee reviews and prepares Preferred List for Consideration Step XI Responsibility: Agencies & DMS

State of Florida “Preferred” Lease Approval Process Lease Negotiations with Preferred Listed Landlords & Present Top Proposals StepXII State of Florida Responsibility: Staubach Evaluation Process Step XIII Responsibility: Agencies & DMS “Preferred” Lease Approval Process Final Negotiations based on input from Evaluation Team Step XIV Responsibility: Staubach Award Contract/Posting Step XV Responsibility: Agencies & DMS Agencies & DMS & Staubach Agencies & DMS Lease Document Preparation (see note) DMS & Staubach Step XVI Responsibility: Agencies & Staubach Agencies & Staubach DMS Legal Approval Staubach Step XVII Responsibility: DMS Attorneys & Agencies Attorneys Agencies Space Planning, Construction Documents & Fire Marshal Submittal Step XVIII Responsibility: Agencies & Staubach Step XIX DMS Approval Letter Responsibility: DMS Step XX Construction/ Project Management Responsibility: Agencies Note: Lease document prepared by Agency. Agency emails document to Staubach for review. Staubach reviews Lease document for accuracy of negotiated terms and conditions. Staubach sends Lease to Landlord for signature. Landlord returns signed Lease to Staubach. Staubach sends to agency for routing. Agency acquires necessary signatures and forwards signed lease to DMS for approval. DMS supplies an executed copy of Lease to Agency and Staubach. Step XXI Agency Move-in Responsibility: Agencies Invoicing and Bill Processing Step XXII Responsibility: Agencies