STATE OF FLORIDA
DEPARTMENT OF MANAGEMENT SERVICES
Annual State-Owned and Leased Facility Data Request
Due June 30, 2012
Table of Contents
Agency State-Owned and Leased Facility Data Validation Guidance ......................................................................2
Overview.................................................................................................................................................................2
Florida State Owned Lands and Records Information System (FL-SOLARIS)..........................................................2
Owned Facility Data................................................................................................................................................3
Leased Facility Data ................................................................................................................................................4
Appendix A – Extracting Lease Data from FL-SOLARIS .............................................................................................6
Appendix B – Agency Co-location Plans ....................................................................................................................8
Agency Co-location Plan Template.........................................................................................................................8
Appendix C – Current Vacancies in DMS Managed Facilities ................................................................................ 11
Appendix D – Current Market Rate by County ...................................................................................................... 12
Appendix E – State-Owned Facility Terms ............................................................................................................. 13
Appendix F – Leased Facility Terms........................................................................................................................ 19
1|Page
Agency State-Owned and Leased Facility Data Validation Guidance
Overview
Florida Statute requires agencies annually submit the following information with supporting data related to
owned and leased space:
 New/validated data for state-owned and state-occupied facilities (section 216.0152, Florida Statutes)
 The identification of disposition candidates (subsection 216.0153(3), Florida Statutes)
 Agency space needs and consolidation plans for leased facilities (paragraph 255.249(3)(d), Florida Statutes).
Data Required
New/validated information for all state-owned
facilities to include:
 U.S. Postal Service (USPS) Address
 Map Location
 Revenue Fields
 Disposition Candidates
New/validated information for all state-occupied
(leased) facilities to include:
 All leases active as of June 30, 2012
 Agency Co-location Plan Business Case
Analysis
Where / How Updated
FL-SOLARIS System
Deadline
By June 30,
Annually
Facility Type
Owned
FL-SOLARIS System,
Supplemental Data
Provided by DMS, and CoLocation Plan Business
Case Analysis
By June 30,
Annually
Leased
The validation and submission of each agency’s data is important because the data provided is used to prepare
summary and planning reports for the Governor and Legislature, including the Master Leasing Report (in
accordance with subsection 255.249(3), Florida Statutes), the Strategic Five Year Leasing Plan, the State Facilities
Inventory, and an annual Inventory Disposition Report. The information and Co-location Plan will be used to
assess, approve, or deny future requested lease actions.
Florida State Owned Lands and Records Information System (FL-SOLARIS)
Section 216.0153, Florida Statutes, directed the Department of Environmental Protection (DEP) to create a
comprehensive state-owned real property system. As such, the Florida State Owned Lands and Records
Information System (FL-SOLARIS) was developed. This system is comprised of two modules: the Facilities
Inventory Tracking System (FITS) and the Lands Information Tracking System (LITS). This year agencies will use
the FITS module in FL-SOLARIS to report and review state-owned and state-occupied facility data.
The current version of the FL-SOLARIS FITS User Manual and other information on FITS, including these
instructions, are available on the Department of Management Services (DMS) State Facilities Inventory Tracking
website at:
http://www.dms.myflorida.com/business_operations/real_estate_development_management/facilities_manag
ement/state_facilities_inventory_tracking
The FITS User Guide can be downloaded directly from the following URL:
http://www.dms.myflorida.com/content/download/84321/480711/version/1/file/FITS_UserGuide-v3+0.pdf
Data Validation Guidance
2|Page
Owned Facility Data
Each agency’s owned facility data has been loaded into the FITS module of FL-SOLARIS; however, each agency
will have to complete several steps in order to mark each field as validated.
Reporting for Fiscal Year 2011-12
All agencies with state-owned facilities must validate and/or correct all data by June 30, 2012. Included in the
data fields for each facility is a new mapping component, where agencies will validate or correct the facility’s
USPS address and map location. Agencies will also need to verify all revenue amounts. Please refer to the FLSOLARIS User Manual for more information on how to complete these steps. For terminology on owned facility
data, refer to Appendix E of this document.
Any new or missing facilities must be added to the system to complete the data capture. New facility data will
also need to include the entry of revenue information, validation of the USPA address, and the map location.
Section 14 – Working with Facilities of the FL-SOLARIS FITS User Manual, on pages 56-63, has more information
on adding a new facility.
Subsequent Year Reporting
On July 1 of each year, certain data fields in FITS will automatically reset. These fields capture more dynamic
data that changes annually and agencies will be required to re-enter information in these fields each year. All
other data recorded for the facilities will carry forward unchanged from one year to the next. Below is a listing
of the FL-SOLARIS FITS fields that will reset to default or zero values annually:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Location FTE *
Space that is Leased from the Facility
Total Revenue Generated from Leases
Total Square Footage Leased from the Facility
Parking Revenue *
Utility Costs
Operating Costs
Taxroll Structure Value
Taxroll Land Value
Debt Amount
* The fields above marked with an asterisk are the mandatory fields and will not allow you to complete the
record without entering a value.
Identification of Disposition Candidates
Agencies will identify candidates for disposition through FL-SOLARIS. FL-SOLARIS Account Mangers will indicate
all candidates in the Facility Action section by setting the dropdown field to “Candidate for Disposition:”
For more information on how to edit facility information, refer to pages 64 – 69 of the FL-SOLARIS FITS User
Manual under Section 14 – Working with Facilities.
Data Validation Guidance
3|Page
Leased Facility Data
Active Leases as of June 30, 2012
Section 216.0152, Florida Statutes, directs agencies to annually validate existing lease data and provide any new
information that pertains to state-owned or state-occupied (leased) facilities. To facilitate this process for
leases, DEP has incorporated data export capability into the FITS module of FL-SOLARIS.
Agency FL-SOLARIS Account Managers can access and download all active leases; however, agencies may have
additional leases that are not currently active but will be by June 30, 2012. DMS will provide the future-dated
lease information separately for your review. Agency leasing liaison personnel should contact their agency’s FLSOLARIS Account Manager to obtain access to the system, as well as the ability to extract data through a view
only role. If you do not know your agency’s FL-SOLARIS Account Manager, please contact Ron Falkey at DMS by
phone at (850) 488-3158 or by e-mail at ron.falkey@dms.myflorida.com.
Agencies should review the data for each lease. Any changes should be entered correctly into the cell, and the
cell should be marked by changing the cell fill color to yellow. The completed spreadsheet with all highlighted
changes should be e-mailed to your DMS lease liaison for comparison with data on file.
For more information on how to download and validate lease information, please see Appendix A of this
document.
Agency Space Needs and Co-location Plans
As required by paragraph 255.249(3)(b), Florida Statutes, DMS develops and implements a strategic leasing plan.
The strategic leasing plan forecasts space needs for all state agencies and identifies opportunities for reducing
costs through consolidation, relocation, reconfiguration, capital investments, and the building or acquisition of
state owned space. Statute directs each state agency, by June 30 of each year, to “annually provide to the
department all information regarding agency programs affecting the needs for or use of space by that agency,
reviews of lease expiration schedules for each geographic area, active and planned full-time equivalent data,
business case analyses related to consolidation plans by an agency (Annual Co-location Plan), a telecommuting
program, and current occupancy and relocation costs, including the cost of furnishings, fixtures and equipment,
data and communications.” Each agency’s submission must provide:





clear analysis of the current and future status of your leasing portfolio;
the anticipated timing of events to facilitate the co-location recommendation;
an outline of all financial costs associated with the recommendation;
justification as to why the recommendation is in the best interest of the state; and
statute, rules, and regulations that prevent the consolidation of agency programs into the same space.
Agencies will review all lease information by geographic market (county) for leases expiring in the next 48
months (July 1, 2012 through June 30, 2016) or later if it applies to the lease strategy or co-location plan for that
region/county. All agency co-location plans should give consideration to the agency’s strategies as outlined in its
Long Range Program Plan (LRPP), any Capital Improvement Program (CIP) requests, and any relevant Legislative
Budget Requests (LBR).
Leasing and co-location strategies should also give consideration to any changes in the following:
 an agency’s service delivery model (example: moving to web-based service delivery);
 clientele, stakeholders, and general public expectations and traffic;
Data Validation Guidance
4|Page




staffing levels (including FTE, OPS or contracted staff) at current and future anticipated levels;
telecommuting or alternative work program participation;
historical basis for site and size selection; and
other program changes that impact the need for owned or leased space.
Since the data gathering, report drafting, and market analysis may exceed current agency resources, agencies
are encouraged to utilize the services of the state’s three contracted tenant brokers to meet this requirement,
should assistance be needed.
DMS has provided a co-location plan template that outlines key areas of information to be included in your
submission and to help with the data gathering and analysis. Please see Appendix B of this document for
instructions on completing the Co-location Plan Template.
Data Validation Guidance
5|Page
STATE OF FLORIDA
DEPARTMENT OF MANAGEMENT SERVICES
Annual State-Owned and Leased Facility Data Request
Due June 30, 2012
Appendix A – Extracting Lease Data from FL-SOLARIS
For more information on how to download lease information, please see the FL-SOLARIS FITS User Manual
Section V, “Extracting Data from FL-SOLARIS (FITS),” starting on page 96.
FL-SOLARIS Account Managers will need to provide the
lease data extract for validation. To begin, login to FLSOLARIS and navigate to the “Extract Data” module.
Setting Criteria for the Data Extract:
1. Select the “Subset of Data” radio button
2. Change the “Select Data Category” to “Facility Lease”
3. Click “Submit”
Selecting Lease Columns to Include in Extract:
4. Check the “Select All” box
5. Scroll to bottom and click “Next”
2
1
3
4
(Scroll to bottom)
5
To extract your agency’s lease data:
6. Select your agency’s name
7. Click “Extract”
6
7
Save the data file:
8. Select “Save” (Remember where you save the file!)
Navigate to where the file was saved and open it. A full file should
have columns “A” through “BC.” (Please note: not all columns will
need to be validated.)
Appendix A
8
6|Page
Please Note: Many columns include information that is either system generated or will be used in future
enhancements. For example, columns AK through AQ cover facility amenities and columns AR through BA are
for services included in the rent and currently are shown as unknown, or “U.” The information for these fields
will be populated in a future system enhancement and do not need be validated during this year’s exercise. For
a full list of fields that do not require validation please see below.
The following crosswalk will help you navigate which columns to validate:
A
B
Lease Source
Lease Id
System
Generated
C
Internal
Agency
Facility Id
Validate if
Applicable
Validate
N
E
F
G
H
I
J
FL-SOLARIS
Facility #
Facility
Name
Last Upload
Date
Lessee
Agency
Division
Number
Division
Name
Bureau
Validate
SKIP –
Future Use
Column
SKIP –
Future Use
Column
SKIP –
Future Use
Column
System
Generated
K
L
Facility
Address
1
Facility
Address
2
Facility
State
Facility
City
Facility
Zip Code
Validate
Validate
Validate
Validate
Validate
X
M
D
Validate if
Applicable
O
P
System
Generated
Q
R
S
T
U
V
W
Facility
County
Facility
Country
Lease
Start
Date
Lease
End Date
Square
Footage
Rate Per
Sq Ft
Month
Rent
Annual
Rent
Validate
Validate
Validate
Validate
Validate
Validate
Validate
Validate
Z
Lessor
Address
2
AA
AB
AC
AD
AE
AF
AG
Lessor
Name
Y
Lessor
Address
1
Lessor
City
Lessor
State
Lessor
Zip Code
Lessor
Country
Lessor
County
Lease
Options
Validate
Validate
Validate
Validate
Validate
Validate
Validate
Validate
Validate
AJ
AK
AL
Legal
Description
Parking
Structure/Garage
Parking
Lot
SKIP – Future Use
Column
SKIP –
Future
Use
Column
SKIP – Future
Use Column
AM
Show /
Locker
Room
AN
AO
AP
Exercise /
Fitness
Child
Care
SKIP – Future
Use Column
SKIP –
Future Use
Column
SKIP –
Future
Use
Column
Predominant
Space Type
AH
Number of
Parking
Space
AI
FTE
Validate
SKIP – Future
Use Column
Validate
AR
AS
AT
Food
Services
AQ
Dining /
Break
Room
Janitorial
Energy
Utilities
Other
Utilities
SKIP –
Future Use
Column
SKIP –
Future Use
Column
SKIP –
Future
Use
Column
SKIP –
Future
Use
Column
SKIP –
Future
Use
Column
AU
AV
AW
AX
AY
AZ
BA
BB
BC
Grounds
Keeping
Building
Maintenance
Telecom/Data
Connectivity
Parking
Tenant Required
Changes/Improvements
Others
Other Service
Description
Last Update
Date
Extracted
Date
SKIP – Future Use
Column
SKIP –
Future
Use
Column
SKIP – Future Use Column
SKIP –
Future Use
Column
SKIP – Future
Use Column
System
Generated
System
Generated
SKIP –
Future Use
Column
SKIP – Future Use
Column
Appendix A
7|Page
STATE OF FLORIDA
DEPARTMENT OF MANAGEMENT SERVICES
Annual State-Owned and Leased Facility Data Request
Due June 30, 2012
Appendix B – Agency Co-location Plans
Agency Co-location Plan Template
The Agency Co-location Plan will assess all leases expiring in the next 48 months (between July 1, 2012 and June
30, 2016 or later if applicable) by county. The data source for analysis can be downloaded from FL-SOLARIS (see
Appendix A). Executed leases that have not reached their start date will be sent separately by DMS to the
agency.
The Co-location Plan Template consists of three parts: County Summary, Co-location Business Case Analysis,
and Co-location Cost-Benefit Analysis. The development of the Co-location Business Case Analysis may take
considerable time if an agency has many active leases in a single county or when business operations are
changing. Agencies are encouraged to maximize their resources by utilizing the services of the state’s three
contracted tenant brokers to assist in meeting the deadline of June 30, 2012.
County Summary
The purpose of the County Summary is to show all agency leases within a particular county, identify co-location
candidates, and group the leases together by future co-located site. The County Summary sheet should be
completed for all counties, regardless of the number of leases. If the county has only one lease, agencies should
indicate if this single lease could be co-located with an adjoining county and include all other information for this
one lease on the summary sheet.
Leases that can be co-located together should be indicated by a group number. For example in the data below:



Lease numbers 6400174, 9646205, and 6400277 would be included in co-location (CL) group 1.
Lease numbers 6400323 and 9648417 are grouped together in CL group 2.
Lease numbers 9646206 and 6400374 would not be candidates for co-location.
Lease
Source
Private
Public
Public
Private
Public
Private
Private
Lease ID
6400174
9646206
9646205
6400323
9648417
6400374
6400277
CL
Yes
No
Yes
Yes
Yes
No
Yes
CL
Grouping
1
N/A
1
2
2
N/A
1
Each group of co-location candidates will require a Co-location Business Case Analysis (a word document) to be
completed (including the “N/A” candidates).
Appendix B
8|Page
Co-location Business Case Analysis
The purpose of the Co-location Business Case Analysis is to build the justification for or against the co-location of
the identified lease groupings. The analysis should include the agency’s vision, strategies, and how the proposal
helps to meet business objectives. The analysis is comprised of four sections: overview, future environment,
current environment, and co-location recommendation.
Overview
Include in this section a brief summary of your analysis and the recommendation being made for the group of
leases included with this business case.
Future Environment & Anticipated Needs – Where We Are Going
For this section, consider future workforce, client, and operational changes when evaluating the future needs of
your agency’s lease portfolio. Excellent sources of information would be the agency’s Long Rang Program Plan,
Legislative Budget Request, and Capital Improvements Plan. If your agency owns buildings, these buildings
should be assessed for current and future available space as a potential option to receive co-location candidates.
Current Environment – Where We Are
In this section, include the historical drivers for the decision to lease the current space, client and stakeholder
expectations, traffic volume, and the program’s current business needs, in addition to a clear explanation of how
and why programs and divisions can or cannot share space.
Co-location Recommendation
The business case analysis is meant to provide substantive information to support the agency recommendation
on whether to co-locate or to not co-locate this group of leases. The recommendation section should identify
the leases included in this analysis, include the assessment of state-owned space availability (whether owned by
the agency or managed by DMS), and, if co-location is the recommendation, describe what actions will be
needed to synchronize the timing of events to make co-location possible.
Co-location Cost-Benefit Analysis
A Co-location Cost-Benefit Analysis will need to be provided for each group of co-location candidates. The
purpose of this worksheet is to help agencies assess the anticipated costs and/or savings associated with the
recommendation being made.
The top section of the worksheet is where all current lease data will be entered. In order to normalize rent
costs, agencies will enter the current rent rate and indicate whether the rate is full service, no service (space
only), or includes either janitorial or custodial services. If janitorial or custodial is not included in the rate,
agencies will need to enter an amount per square foot for those services in order to bring the annual rent
amount up to a full-service amount (entered into “Full Service Annual Rent YR 1”). Agencies will need to
forecast future full-service rent amounts for the future years two through five for each current lease listed. If
the lease expires prior to the end of year five, agencies will estimate the rent as though they would stay in that
location.
In the current operation costs section, provide annualized expenditures for business processes in that location,
including amounts agencies currently pay for the following:
Appendix B
9|Page





Special equipment – lab equipment, delivery vehicles, mass production printers, etc.
Data – wired and wireless network services
Communication (Com) – phones and other communication services
Office equipment – copiers, postage meters, faxes, scanners, etc.
Other – security services and other items specific to your core business process
The Co-location Options section captures the anticipated costs for the recommended co-located site. Agencies
will include the revised (co-located) square footage, FTE, anticipated rate, and their projection of a procurement
date. For reference, average market rates by county are shown in the attached Appendix D. For the anticipated
rate, agencies can utilize the average market rates shown in Appendix D, or substitute a different rate based on
their knowledge of the particular market and circumstances of the co-location scenario. If a different rate is
substituted, it should be noted with an explanation in the assumptions section. Either way, the anticipated rate
must include build-out or tenant improvement (TI) costs. For this section, agencies will again normalize the rent
rate to ensure that it is captured at a full-service amount. If the anticipated rate is not full-service, agencies will
select what the rate does/does not include and capture the supplemental costs for janitorial and/or utilities
bringing it to full-service. This will ensure that the co-location option is fiscally represented in the same capacity
as the current leases above.
Co-located operation costs should show the same services (if needed) as the current leases above, but at a
revised cost estimate. For example, three leased office sites may house three copiers each for a total of nine
copiers. At the co-located site, the number of copiers can be reduced from nine to five because of space
efficiencies and the ability to now share copiers. The co-located copier costs should show the reduced amount.
Agencies will have to make some assumptions in order to forecast future year costs including anticipated rent
rates and utility escalations. The assumptions may include rent rate components such as anticipated market,
utilities, janitorial, or build out costs per square foot, or may include cost assumptions associated with
operations. See Appendix D for a listing of current market rates by county. It is crucial that agencies itemize all
assumptions made for both the current and co-located leases.
Relocation costs will be incurred when executing the proposed co-location plan and are summarized in this
section for furnishings, fixtures and equipment, data and communications, and other. The totals for this section
will be included in the calculation for the first year cost change in the Cost Benefit Summary section.
The key analysis pieces for the co-location recommendation are calculated for agencies in the SF Analysis and
Cost Benefit Summary sections. This section calculated the anticipated savings based on the data entered in the
current, co-located recommendation, and operation costs sections. The savings are limited within the template
to a five-year window, but may reach beyond that timeframe for longer leases. Agencies will use this section to
help support the fiscal benefit to the state of their recommendation.
Appendix B
10 | P a g e
STATE OF FLORIDA
DEPARTMENT OF MANAGEMENT SERVICES
Annual State-Owned and Leased Facility Data Request
Due June 30, 2012
Appendix C – Current Vacancies in DMS Managed Facilities
Building
Capitol
Collins
Easley
Elliot
Holland
New Records
Pepper
CCOC Sadowski
CCOC 4040
CCOC 4050
CCOC 4070
Alachua RSC
Benton
Daytona Beach RSC
FDLE Jacksonville
Ft. Myers RSC
Gore
Grizzle
Hurston
Jacksonville RSC
North Broward
Peterson
Rohde S.
Trammel
County
Leon
Leon
Leon
Leon
Leon
Leon
Leon
Leon
Leon
Leon
Leon
Alachua
St. Lucie
Volusia
Duval
Lee
Broward
Pinellas
Orange
Duval
Broward
Polk
Dade
Hillsborough
Square Feet
2,526
8,919
393
4,362
19,922
12,946
12,679
33,155
2,868
5,330
27,589
1,896
7,307
3,791
109
7,282
2,794
35,507
50,901
3,841
540
9,146
354
27,049
Notes
Backfill project in works
Conditioned storage
*Vacancy list is as of 4/12/12. Lease actions may be pending.
Appendix C
11 | P a g e
STATE OF FLORIDA
DEPARTMENT OF MANAGEMENT SERVICES
Annual State-Owned and Leased Facility Data Request
Due June 30, 2012
Appendix D – Current Market Rate by County
Current average market rates by county are listed below. The rates obtained from our FACT database
are marked with an asterisk (*) and contain a Tenant Improvement (TI) component. The average
market rates obtained from CoStar (those not marked with an *) do not include a TI component.
Seven counties do not have sufficient data from either source to determine an average market rate
and are indicated accordingly. Please contact your DMS leasing agent in the event you are preparing a
co-location plan in one of those counties.
Also, for leases located in core/downtown business areas of metropolitan municipalities, it would be
appropriate to add a 10-percent premium to the applicable county rate.
County
Average Market Rate
County
Average Market Rate
County
Average Market Rate
Alachua
$16.74
Hardee*
$18.26
Okeechobee*
$19.11
Baker*
$15.59
Hendry*
$19.29
Orange
$19.47
Bay
$16.60
Hernando
$13.94
Osceola
$13.41
Bradford*
$20.01
Highlands*
$18.52
Palm Beach
$23.16
Brevard
$13.86
Hillsborough
$21.61
Pasco
$14.64
Broward
$23.00
Holmes*
$13.16
Pinellas
$17.27
Calhoun
Null Data/Contact DMS
Indian River
$20.99
Polk
$16.95
Charlotte
$13.54
Jackson
$15.62
Putnam*
$18.17
Citrus
$14.29
Jefferson*
$22.27
Santa Rosa
$14.05
Clay
$14.63
Lafayette
Null Data/Contact DMS
Sarasota
$16.87
Collier
$18.45
Lake
$12.91
Seminole
$18.73
Columbia
$15.21
Lee
$13.15
St. Johns
$20.79
Desoto*
$16.74
Leon
$17.90
St. Lucie
$16.88
Dixie*
$18.40
Levy
$10.60
Sumter*
$14.17
Duval
$17.23
Liberty
Suwannee*
$18.56
Escambia
$16.19
Madison*
$17.24
Taylor*
$11.38
Flagler
$21.36
Manatee
$16.68
Union
Null Data/Contact DMS
Franklin
Null Data/Contact DMS
Marion
$12.43
Volusia
$14.97
Gadsden*
$11.90
Martin
$16.25
Wakulla*
$15.67
Gilchrist
$15.75
Miami-Dade
$29.82
Walton*
$19.68
Glades
Null Data/Contact DMS
Monroe
$25.93
Washington
Gulf*
$19.48
Nassau
$22.51
Hamilton*
$19.47
Okaloosa
$17.44
Appendix D
Null Data/Contact DMS
Null Data/Contact DMS
12 | P a g e
STATE OF FLORIDA
DEPARTMENT OF MANAGEMENT SERVICES
Annual State-Owned and Leased Facility Data Request
Due June 30, 2012
Appendix E – State-Owned Facility Terms
Term
Address
(Physical)
Address
(USPS
Verified
Physical)
Agency
Comments
Campus
New or Changed in
2012?
Specific Reference in
User Guide
Unchanged
Pages 57 - 70
New
Pages 57 - 70
New
Page 61
Unchanged
Page 38
Pages 83 - 93
Brief Description
The physical address of the facility, not necessarily the mailing address or address of the
owning agency. When there is not a U.S. Postal Service-recognized address for the
facility, the 911 address should be used.
The system requires the user to validate the physical address of the facility against the
USPS database. This helps increase the quality of the data provided, and is used by the
system to help locate the facility within the system’s GIS location validation component.
Agency comments are a free form for additional information pertaining to the facility.
Please include any additional information that would add value to the analysis of the
facility asset. The file can accept up to 2,500 characters.
The Campus field is optional and should be considered as virtual constructs to establish a
logical grouping of facilities. Campuses can best be used to simplify the reporting of
costs, values and FTEs that might be shared or allocated across all the facilities on a
“campus” by can be attributed to the “Campus Administration Building” and shared
across all the campus buildings/facilities.
Conservation
Unchanged
Conservation indicates if the facility is located on conservation land, as determined by
the managing agency. This is a yes/no radio button field.
Built Year
Unchanged
The year the facility was completed.
Debt Amount
Unchanged
Debt amount is the outstanding debt on the facility. If there is no outstanding debt,
please input 0 (zero).
Deed,
Covenant or
Other
Restrictions
Unchanged
This is two fields. The first is a yes/no radio button that indicates if there any known,
existing condition that could interfere or serve as an obstacle in the resale of the real
property. If you select yes to the “Deed, Covenant or Other Restrictions” field, then you
will use the second text box field to (as its label indicates) “Briefly Describe Restrictions”.
The text box will accept up to 2,500 charters and should be used to record a short but
meaningful description of the known limited to deed or covenant (such as: deed
reversions, zoning restrictions, historic designations, right of ways, covenant restrictions,
etc.)
Appendix E
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Deficiency
Unchanged
Page 71
Deficiencies are a list of needed capital improvement projects (roof replacement, HVAC
equipment, lighting, etc.) at the facility.
In the “Deficiency Category” drop-down menu, please select the category that best fits
the description of the proposed deficiency. These categories are provided in the LBR
template agencies use to submit their proposed capital improvement projects to the
legislature.
In the “Funds Now Appropriated” drop-down menu, please select “yes” if the project is
currently funded by the legislature, and please select “no” if the project has not been
funded by the legislature.
Please list the estimated total cost of the deficiency project in the “Estimated Cost” cell.
In the “Brief Description” category, please give a description of the capital improvement
project. An example would be, “Replace 10th floor Air Handler Unit.”
You need not include projects estimated to cost less than $5,000.
Facility Name
Unchanged
Pages 38 & 39
Facility refers to the name of the building, structure, or building system, not including
transportation facilities of the state transportation system. The Facility Name may be up
to 200 characters in length. Each facility must have a name, even if it is something basic
and descriptive like ‘Shed’.
Per section 216.0152, F.S., there is no minimum threshold for reporting facility
information. One rule of thumb is if the facility has a roof, and is not adjoined to another
facility, it should be recorded in FL-SOLARIS.
FL-SOLARIS
ID
Gross Square
Feet
Changed
Unchanged
In 2011 this term was listed as “Facility ID Number,” but it was replaced by this field as a
unique identifier for each facility in the FL-SOLARIS and it is system generated.
Gross Square Feet is the footprint of the facility. It encompasses all the area within the
outside walls, excluding awnings or canopies.
This is a required field, and the system will not allow you to save edits to the record with
entering a value.
Historic
Significance
Unchanged
Historic Significance indicates if the facility has historic significance or a historic
designation as determined by the Department of State or the National Register of
Historic Places. This is a yes/no radio button field.
Location FTEs
Unchanged
This is to record the Full Time Equivalent (FTE) positions at the location, and will include
state employees, contractors, and Other Personal Services (OPS), assigned to the facility.
This is a required field, and the system will not allow you to save edits to the record with
entering a value.
Additionally, this field contains data that is expected to change from year to year. The
system will annually reset it to a blank or null value.
If the facility is an educational facility, please leave this space blank. A method for
determining student utilization will be developed in the future.
Appendix E
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Operating
Costs
Unchanged
The operating costs are all the known costs to maintain and operate the facility. The
operating costs can be either contractual services, in-house staff costs, or a mixture of
both. If an agency has a contract with a private management company to provide all
operating cost services, please provide the total annual cost for this contract.
If operating costs are calculated at a regional or agency-wide level, please provide the
individual facility’s proportionate share of the operating costs, by determining its
percentage of the total gross square feet of the region or agency. All costs should be
listed as annual costs.
Operating costs are defined by the following six categories:
1.
Facility Security - includes either contractual services or in-house staff and
supply costs to provide facility security.
2.
Landscaping - includes all costs to maintain the facility’s grounds, including
staffing and supplies.
3.
Janitorial - includes all custodial costs, including staffing and supplies.
4.
Maintenance and Repairs - includes all minor repair and upkeep costs.
Examples include small paint jobs, carpet upgrades, minor envelope repairs, etc.
Please do not include major capital improvement projects, such as chillers,
boilers, etc. These should be recorded within the “Deficiencies” tab.
5.
Facility Insurance - annual cost paid to DFS Risk Management to insure the
facility.
6.
Facility Manager or Facility Management Company - annual contractual or inhouse costs of a facility manager’s salary, benefits and supplies.
This is a required field, and the system will not allow you to save edits to the record with
entering a value.
Operating costs should be listed as a total of the six operating cost categories. While
operating costs typically include utility costs, please do not include them in this field.
Utility costs are recorded in the “Utility Cost” field.
Parking
Revenue
Unchanged
Parking Revenues is the annual total revenue generated by parking contracts with
tenants or other private entities.
This is a required field, and the system will not allow you to save edits to the record with
entering a value.
Predominant
Space Type
Appendix E
Changed
Page 175
Additionally, this field contains data that is expected to change from year to year. The
system will annually reset it to a blank or null value.
Eight additional space types have been added to those that were available in the 2011
data collection. This is the predominate use of the facility. If the facility has more than
one space type, please list the other space types in the "Agency Comments" section, and
please list the percentage(s) of the total gross square feet of the other space type(s) in
relation to the campus as a whole. If the facility has more than one space type, please
list the other space types in the "Agency Comments" section, and please list the
percentage(s) of the total gross square feet of the other space type(s) in relation to the
campus as a whole.
1. Agricultural: Includes barns, farmhouses, etc.
2. Data Center: 24-hour energy intensive IT or server space
3. Educational: Universities, Community Colleges, Schools, etc.
4. Office: Interior space used for commercial office purposes
5. Penal: Direct care, custody, or control of prisoners
6. Residential: Dorms or houses for wards or employees of the state (not
correctional)
7. Labs: Includes clinics, science labs, and hospitals
8. Conditioned Storage: Air conditioned or climate controlled storage facility
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9.
Taxroll
Assessment
Year
Taxroll ID
Unchanged
Taxroll Land
Value
Unchanged
Taxroll
Structure
Value
Unchanged
Appendix E
Unchanged
Unconditioned Storage: A storage facility that does not have air or climate
conditioning services
10. Unenclosed structure: Pavilion, farmers market
11. Utility: Grounds or maintenance sheds, generator sheds, etc.
12. NOC: Not otherwise classified
13. Armory: A weapons/ordinance maintenance and storage facility. This can also be
a building that is the headquarters and drill center of a military unit.
14. Food Services: A facility/space used for the preparation and delivery of
food/dining services.
15. Medical Care: Facility/space for interviewing, examining, consulting and
counseling individuals on mental or physical health issues
16. Museum/Exhibits: A building, facility, or institution devoted to the acquisition,
conservation, study, exhibition, and educational interpretation of objects having
scientific, historical, or artistic value.
17. Recreational: A facility designed to provide users with a venue for spending spare
time and intended to promote relaxation and enjoyment. A state park would be
an example of a recreational facility.
18. Workshop: A facility where manual or light industrial work, that is the focus of the
facilities tenants, is conducted.
19. Conference Center: These are specialized spaces/facilities that are not included
within an organizations office square footage tally. A Conference Center is
designed and built primarily to host conferences, exhibitions, large meetings,
seminars, training sessions, etc. A conference center often also includes some
related office spaces/facilities/service.
20. Gym/Exercise/Sports Venue: This is a facility designed to meet specific needs as a
gymnasium or sports arena that is a dedicated or multi-purpose facility for sports
and/or non-sporting events. It can be a covered or open air stadium, such as a
large structure dedicated to sports or entertainments. This could include a
baseball or football stadium, an amphitheater, a field house where athletes
prepare for or engage in sporting games.
Tax roll assessment refers to the date the local property appraiser assessed the facility.
Tax roll ID is the property tax ID number, which can be found on the local property
appraiser’s website. This is the unique number that each property appraiser assigns to
the land parcel, where each state-owned facility is located.
Tax roll land value is the assessed value of the parcel of land underneath the facility.
Some property appraisers separate the assessed values of the facility from the land
value. If the values are separated, please input the land value here. If not, please leave
the cell blank.
Tax roll structure value is the assessed value of the facility, which can be found on the
local county property appraiser's website. Sometimes the property appraisers separate
the assessed value of the land and the facility. If only one value is provided for the land
and facility, please provide the total assessed value into the "Tax roll Structure Value." If
an assessed value is not provided by the property appraisers, please leave the cell blank.
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Title Entity
Unchanged
The Title Entity is the owning agency of the facility, as designated in the county property
tax rolls. If the facility is owned outright by the agency, please select "Agency-Owned" in
the drop-down menu. If the facility is owned by the Board of Trustees, please select
"Board of Trustees" in the drop down menu. If the facility is owned by a different
government agency from the occupying agency, and the occupying agency has full
maintenance and operational control of the facility, please select "Government Lease" in
the drop-down menu.
If an agency is leasing space in a state-owned facility from another government entity,
but does not have full operation and maintenance responsibility of the facility, please do
not report this facility. In order to limit the double counting of facilities, only report
facilities for which your agency either has ownership or has 100% management
responsibility.
If the owning or managing agency is leasing space to a tenant in a state-owned facility,
please provide the lease information in the "Space that is Leased from the Facility”
section.
This is a required field, and the system will not allow you to save edits to the record with
entering a value.
Total
Number of
Leases
Recorded for
this facility
Changed
Page 61
In the 2011 data collection, this had been the “Number of Subleases”. It is one of several
related fields within the grouping of facility information called “Space that is Leased from
the Facility”.
When a portion of a facility, over which an agency has full operation control and/or
ownership, is leased to any other tenant this field is used to record the number of lease
contracts the owning or managing agency has with these tenants.
If you enter a Total Number of Leases Recorded for this Facility greater than zero, the
system enables the Total Revenue Generated From Leases, Total Square Footage Leased
from the Facility, and Tenant List fields for data entry.
Parking contracts are not considered leases, but if there is a parking contract with
another agency or private entity tenant at the facility, please list the annual parking
revenue in the “Parking Revenue” field.
Unused Land
New
Total Utility
Costs
Unchanged
Unused land refers to any portion of the land that could be subdivided and sold to
another entity. If the facility has any unused land, please select “yes,” if not, please select
“no.”
Utility Costs is the total annual utility cost for the facility. The utility costs include:
1. Electricity
2. Natural Gas
3. Domestic Water
4. Sewer
5. Irrigation
6. Diesel
7. Propane
8. Any other known utility cost at the facility
The utility cost should be reported as one sum total of all the above listed costs.
If the facility is part of a campus, and costs are not individually metered at each facility,
please provide the facility’s proportionate share of the utility cost, by determining its
percentage of the total gross square feet of the campus.
Total
Revenue
Generated
From Leases
Appendix E
Changed
This is a numeric field to record the total annual revenues generated by the lease(s) for
some portion of the facility. In the 2011 data collection this field was labeled “Sublease
Revenue”.
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Total Square
Footage
Leased from
the Facility
Tenant List
Changed
New
For agencies that are leasing some portion of their facilities to a tenant, you will list those
tenants in this test box. In the 2011 data collection, agencies were asked to list all
tenants within the “Agency Comments” field.
Vacant
Workstations
New
This is a new optional field for the 2012 data collection cycle. Agencies that have
underutilized office space within a facility will enter the amount available. The space
does not need to be an actual workstation, but may be vacant office space (in which case
it would be reported under the Smart Space standard of one workstation for each 180
square feet of vacant office space).
Appendix E
This is a numeric field to record the total square footage of the facility that is leased out
to tenants. In the 2011 data collection this field was labeled “Sublease SF”.
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STATE OF FLORIDA
DEPARTMENT OF MANAGEMENT SERVICES
Annual State-Owned and Leased Facility Data Request
Due June 30, 2012
Appendix F – Leased Facility Terms
Term
Annual Rent
Definition
Fields shaded in gray do not require updated information
Dollar cost for the current fiscal year for rent for leased space.
Bureau
This field will be used in future system enhancements.
Division Name
This field will be used in future system enhancements.
Division Number
This field will be used in future system enhancements.
Extracted Date
System generated field showing the date and time of data extraction from
FL-SOLARIS by user.
Physical address of the leased facility to include street address, city, zip
code, county, and country.
Name of the facility. Facility refers to the name of the building, structure,
or building system, not including transportation facilities of the state
transportation system. Not all facilities will have a name.
System generated field providing a unique identifier to each facility record.
Facility Address 1 & 2, City, State, Zip Code,
County, Country
Facility Name
FL-SOLARIS Facility ID #
FTE (Full-Time Equivalent)
Internal Agency Facility ID
Location FTE’s represents the number of full-time equivalent positions,
including state employees, contractors, and Other Personal Services (OPS),
assigned to the property, if applicable.
Unique identifier assigned by the agency for the facility.
Last Update Date
System generated field showing when the record was last modified.
Last Upload Date
Lease End Date
System generated field showing when the record was last received by FLSOLARIS from DMS.
Date when the lease ends.
Lease ID
Lease number on file with DMS.
Lease Options
Lease Start Date
Remaining renewal options included in the lease agreement. If N/A, will be
listed as "NONE."
System generated. This field should contain one of the following fields:
Private, Public, or Government (Others) - DMS
Date lease started.
Legal Description
This field will be used in future system enhancements.
Lessee Agency
Agency name on lease considered responsible for rent payments.
Lessor Address 1 & 2, City, State, Zip Code,
Country, County
Lessor Name
Street address, city, zip code, county, and country where Lessor is located.
Month Rent
Dollar cost per month of rent for leased space.
Number of Parking Spaces
This field will be used in future system enhancements.
Predominant Space Type
Space Type is the predominate use of the facility. If the facility has more
than one space type, please list the other space types in the "Agency
Comments" section, and please list the percentage(s) of the total gross
square feet of the other space type(s) in relation to the campus as a
whole.
Lease Source
Appendix F
Name of the entity responsible for providing the leased space.
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Rate Per Sq Ft
Square Footage
1. Agricultural - Includes barns, farmhouses, etc.
2. Data Center - 24-hour energy intensive IT or server space
3. Educational - Universities, Community Colleges, Schools, etc.
4. Office - All space that can be defined by commercial office purposes
5. Penal - Direct care, custody, or control of prisoners
6. Residential - dorms or houses for wards of the state (not correctional)
7. Labs - Includes clinics, science labs, and hospitals
8. Conditioned Storage
9. Unconditioned Storage
10. Unenclosed structure - pavilion, farmers market
11. Utility - grounds or maintenance sheds, generator sheds, etc.
12. NOC - Not otherwise classified
Dollar rate per square foot of leased space.
Total number of square feet used to calculate annual rent amount.
Complimentary square footage should not be included in this amount.
Future System Enhancement Fields
Amenities
Parking Lot
Child Care
Dining/Break Room
Exercise/Fitness Room
These fields will be used in future system enhancements.
Food Services
Parking Structure/Garage
Shower/Locker Room
Janitorial
Building Maintenance
Services Provided
Energy Utilities
Grounds Keeping
Other Service Description
Other Utilities
These fields will be used in future system enhancements.
Others
Parking
Telecom/Data Connectivity
Tenant Required
Changes/Improvements
Appendix F
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