Att F - Technical Proposal (2).docx

RFP 27-87884 Technical Proposal Attachment F Instructions

Supply the requested information in the blue shaded areas and indicate any attachments that have been included. Document all attachments with which section and question they pertain to.

For each Mandatory Requirement, Respondents shall confirm compliance (“Yes”) or deny compliance (“No”) and provide a detailed explanation.

1. Property Evaluation and Leasing

1.1. The contractor must physically analyze the quality, layout options, infrastructure stability, and configuration options of all potential properties.

Response:

1.2. Must formulate detailed quantitative and qualitative comparative analyses of all received landlord proposals on a strict baseline to evaluate financial and operational feasibility.

Response:

1.3. Must review all definitive lease agreements submitted by landlords to verify strict compliance with State-approved boilerplate documents and templates.

Response:

1.4. Any surplus commission value beyond the RSF caps must be returned to the State via one of four mandated methods (direct rebate within 15 days, direct payment from the landlord/broker within 5 business days, proportional rent reduction, or concessionary free rent).

Response:

1.5. The contractor and its agents are strictly prohibited from holding ownership interest in properties leased by the State, and are barred from In-house or Limited Agency without written approval.

Response:

1.6. Must automatically issue formal notifications to the representing agency at least 120 days prior to the expiration of any lease.

Response:

2. Operations and Maintenance

2.1. Must conduct formal reviews with respect to energy efficiency and environmental impact for all proposed work requirements.

Response:

2.2. Manage a robust software infrastructure that features open access, media/data storage for photo attachments, and real-time status logs for tracking property issues.

Response:

2.3. Supply trained helpdesk personnel to manage comprehensive portfolio coverage governed by a strict severity response matrix.

Standard Business Hours: Monday through Friday from 8:30 AM to 2:00 PM for active processing and routing.

Emergency Monitoring Hours: From 2:00 PM to 8:30 AM daily, tickets must be continuously monitored for active response to emergency property defects.

Response:

2.4. Notify and partner with the central office and agency contacts to also inform county staff when a contractor fails to respond to an open maintenance request within the set time of completion.

Response:

2.5. When necessary, develop and draft competitive bidding solicitations or formal Requests for Proposals (RFPs). If a QPA is available, Contractor will use the QPA if its price is the lowest.

Response:

2.6 If any automation or document analysis uses AI/ML, Respondents must disclose AI risk classification, data provenance, and governance alignment with State AI standards.

Response:

2.7 Please confirm that the Respondent can fully comply with all applicable Indiana Office of Technology (IOT) standards, including requirements governing:

· information security,

· cloud hosting and GovRAMP alignment,

· data retention and backup,

· system architecture and data‑flow documentation,

· GIS/Spatial data standards (IGIO),

· and any other technical compliance obligations relevant to the proposed solution(s).

Response:

3. Transitions and Moves

3.1. Decommissioning workflows must be executed in strict alignment with lease-end obligations to explicitly prevent holdovers, clean-up surcharges, or structural damage penalties.

Response:

3.2. Must assist the agency in the technical selection, contracting, and scheduling of an authorized commercial moving service, and provide a mandatory on-site presence on both move day and installation day.

Response:

3.3. Provide comprehensive phase-in and phase-out services for up to 60 days after contract expiration or termination.

Response:

4. Disposition

4.1. Describe the configuration of your organization’s proposed team. Please list and describe the types of professionals on the proposed team as well as the education and background of each. Identify the Project Manager that is responsible for day-to-day management and overall performance.

Response:

4.2. Describe the responding organization's relationship with all proposed team members. Please also describe the team's experience across all regions of Indiana and indicate member firms that are Indiana businesses.

Response:

4.3. Describe your organization's proposed approach and methods used for identifying, marketing, selling, and/or developing properties to achieve the highest possible return to the State. Please indicate anticipated timelines for the transaction process.

Response:

4.4. In addition, please provide details of marketing strategies for the disposition of a large volume of various property types throughout the State. In doing so, the Respondent should consider strategies for commercial, residential and agricultural properties, as well as uneconomic remnants. Respondents should also provide details of their marketing strategy for parcels with limited or no access.

Response:

4.5. Provide a detailed description and/or examples of your organization's approach to complex or difficult transactions; include descriptions of any innovative techniques that have been successfully utilized to maximize value to the owner. Please provide case studies of your organization's most challenging projects. In addition, provide detailed information regarding any experience with auctions, sealed bids or RFP's, as well as a description of your organization's approach to sales through a public bidding process.

Response:

4.6. Describe the types of due diligence your proposed team is willing to perform on behalf of the State, including deed reviews, identifying neighboring property owners, appraisals, surveys, environmental reviews, and historic preservation assessments, etc. Describe your organization's proposed method for recovering expenses incurred.

Response:

4.7. Describe how your team will collaborate with local constituencies to ensure a satisfactory outcome for all parties involved.

Response:

4.8. Describe the resources available to your team and its experience in arranging closings. Describe how your team will prioritize the interests of the State while also assisting buyers in arranging for closings when necessary.

Response:

4.9. Provide information that demonstrates your team's analytical and financial analysis capabilities, including its proficiency in the valuation of real estate for the purpose of establishing a broker's opinion of value.

Response:

4.10. Provide details on how your team would be compensated for services provided under this RFP. Respondents will indicate any percentages or flat rates that would be applicable to their proposed compensation plan.

Response:

4.11. Describe any sanctions, hearings, or proceedings by governmental or professional organizations for the Respondent organization or any proposed team members. For all incidents, the respondents shall provide the current status and details on any resolutions.

Response:

4.12. Describe your team's familiarity with the State laws that pertain to the disposition of excess real estate and right-of-way. Please provide recommendations for reform in priority order that lower costs and improve service delivery and asset management.

Response:

4.13. Provide examples and explanations of the significance of reports generated for the disposition of excess real estate.

Response:

5. Account Management – All Service Categories

5.1. Provide resumes for all named supervisory, management, and key personnel proposed for the applicable Service Category.

Response:

5.2. Identify the executive responsible for quality assurance and describe how performance will be monitored and how the Respondent will interact with the State to ensure quality service.

Response:

5.3. Describe the Respondent's process for replacing key personnel, including how continuity of service will be maintained and confirmation that resumes for proposed replacement personnel will be provided to the State.

Response:

6. Customer Service – All Service Categories

6.1. Describe how the Respondent measures and maintains quality of service and how consistent service levels will be maintained throughout the Contract term.

Response:

6.2. Describe the Respondent's issue resolution and escalation process, including the process used when standard resolution procedures are unsuccessful.

Response:

6.3. Describe how the Respondent's proposed approach minimizes the need for State personnel involvement in day-to-day activities while maintaining appropriate State oversight, communication, accountability, and service quality.

Response:

7. Reporting – All Service Categories

7.1. Describe the Respondent's ability and approach to providing the reporting requirements applicable to the Service Category.

Response:

7.2. Describe the quality-control and audit activities that will be performed for the applicable Service Category, including who performs such activities, how findings are reported, and how corrective actions are implemented and verified.

Response:

8. Tenant Representation/ Acquisition Services

8.1. Describe the configuration of your organization's proposed team assigned to this contract, including their education, background, and experience providing brokerage services for government clients in the State of Indiana. Please describe your relationship with all proposed team members.

Response:

8.2. Describe your organization's approach and methods for identifying, evaluating, and acquiring properties to achieve the lowest possible cost to the State for standard transactions. Please include examples of how these methods have resulted in documented cost savings on government transactions.

Response:

8.3. Describe how the proposed team assigned to this contract will provide statewide brokerage services. If services are to be supplemented by personnel outside the proposed team, describe when this would occur and how accountability and government-specific expertise will be maintained.

Response:

8.4. Describe how your team will approach complex transactions involving multiple agency tenants and priorities.

Response:

9. Project Management Services

9.1. Describe the configuration of the Respondent's proposed Project Management team, including the experience, qualifications, responsibilities, and anticipated role of key personnel. Describe the proposed team's experience managing government, public-sector, or similarly complex real estate and facility projects.

Response:

9.2. Describe the Respondent's approach to providing Project Management Services, including project planning, construction coordination, oversight of project activities, coordination with architects, engineers, contractors, landlords, and other vendors, and management of schedules, budgets, milestones, and deliverables.

Response:

9.3. Describe the Respondent's approach to move management, including coordination with moving vendors, scheduling, sequencing, and minimizing disruption to agency operations. Identify any tools, checklists, or methodologies used.

Response:

9.4. Describe the Respondent's ability to provide initial space planning services, including test fits, preliminary layouts, space utilization analysis, and coordination with design professionals.

Response:

10. Maintenance Ticket Administration Services

10.1. Identify and briefly describe the electronic maintenance ticket management platform the Respondent proposes to use in providing Maintenance Ticket Administration Services. Describe the platform's functionality for ticket submission, prioritization, assignment, status tracking, notifications, documentation, reporting, and data export.

Response:

10.2. Describe the Respondent's proposed staffing model and organizational structure for administering approximately 4,000 maintenance tickets annually across approximately 350 facilities. Identify key personnel, responsibilities, coverage, and procedures for maintaining continuity of service.

Response:

10.3. Describe the Respondent's process for receiving, reviewing, prioritizing, assigning, monitoring, escalating, resolving, and closing maintenance tickets. Include the Respondent's approach to emergency, urgent, routine, and lower-priority requests.

Response:

10.4. Describe the Respondent's approach to coordinating maintenance requests with landlords, property managers, State agencies, contractors, and third-party vendors. Describe how responsibility for maintenance obligations will be identified and how unresolved or disputed issues will be escalated.

Response:

10.5. Describe the Respondent's implementation approach, including anticipated implementation timeline, system configuration, facility and user setup, data migration, training, technical support, and transition from an existing system.

Response:

10.6. Describe the Respondent's approach to data security, user permissions, data retention, system availability, backup and recovery, and transfer of all State data upon expiration or termination of the Contract.

Response: