Improved Project Management and Renovations Process Training

1. Agency-Managed Projects (AMP) Client Agency Agreements (CAA) Project Management and Renovations Process Improvement Training 6/27/2019 Division of Real Estate Development and Management (REDM)

2. Sections • Improvements • Benefits • Processes • Recap 2

3. Improvements The Department of Management Services (DMS), Division of Real Estate Development and Management (REDM) has developed a new process and improved procedures available to your agency for project management and renovations, effective July 1, 2019. 3

4. Improvements Previous Process New Process Updated Process 4

5. Agency-Managed Projects (AMP) are small scale, non-permitted projects conducted within DMS leased space. Tenant agencies are solely responsible for project planning and implementation after receiving a notice to proceed from DMS. Client Agency Agreements (CAA) are arrangements between the Department of Management Services (DMS) and a Requesting Agency (Client Agency) for DMS to manage a capital improvement project on the Client Agency’s behalf, per section 255.31, Florida Statutes. For project management services, DMS is statutorily authorized in section 215.196, Florida Statutes, to assess a DMS fee for this service. 5

6. Improvements • Landing page • https://www.dms.myflorida.com/business_operations/real_estate_development_and_management/building_construction • New simplified forms • AMP:https://www.dms.myflorida.com/business_operations/real_estate_development_and_management/building_construction/agency_managed_projects • CAA: https://www.dms.myflorida.com/business_operations/real_estate_development_and_management/building_construction/client_agency_agreements • Project Management and Renovation shared inbox • PMR@DMS.MyFlorida.com 6

7. Benefits 7

8. Processes - AMP AMPs will be utilized for the following scopes of work: Painting interior walls or ceilings Painting interior doors, frames, and cabinets Painting floors Replacing flooring Replacing interior doors/frames/glazing/hardware/keying Replacing, removing, or adding window coverings Replacing, removing, or adding cubicle components Projects that do not require permitting All other project improvements will fall under the CAA process. 8

9. Processes - CAA How the CAA works: Deadlines: CAA and/or amendments must be fully executed six months prior to funds reversion date. No new CAA requests will be accepted after March 31 for the current fiscal year. Amendments to existing CAAs after March 31 will be reviewed on a case-by-case basis. • The Client Agency completes the CAA Request Form and submits it to PMR@Dms.MyFlorida.com. • DMS will review the request for feasibility including factors such as adequate funding, scope, and time to complete. If the project is approved, DMS will draft a CAA and send to client agency for signature. • Client agency returns signed CAA to DMS. • DMS executes and provides a copy of the executed CAA to the client agency. • DMS assigns a project manager and the project begins. • DMS manages the project, however, financial/budgetary controls remain with the Client Agency. (DMS will provide consultation and assistance in this area, if needed.) • By entering into a CAA, the Client Agency gives DMS the authority to enter into contracts on the Client Agency’s behalf. 9

10. Recap • For simple improvements within a tenant space that do not require any permitting, the bureau offers the option for Agency-Managed Projects (AMP). An AMP requires the approval of DMS but planning and implementation are solely the responsibility of the tenant agency. • Project Management is implemented via a Client Agency Agreements (CAA). Some examples of projects executed under a CAA include architectural, electrical, data, etc. For project management services, DMS is statutorily authorized in section 215.196, Florida Statutes, to assess a fee for this service. • DMS-managed projects are statutorily mandated by the Legislature. All DMS-managed projects are initiated by proviso language within the General Appropriations Act which designates DMS as the sole project manager. 10

11. Questions or Comments? Email: PMR@DMS.MyFlorida.com 11