Attachment_6.3_Cost%20Proposal__Scoring%20Guide_Release%202.xlsx
XLSX spreadsheet 40 KB Posted
- Attached to
- Facilities Management Services - UPDATED
- Solicitation number
- RFP 32110-45825
- Issued by
- Davidson County, Tennessee
About this file
This is a Cost Proposal Scoring Guide for Request for Proposals (RFP) #32110-45825 issued by the State of Tennessee, Department of General Services, for comprehensive facilities management services across 769 state properties totaling approximately 20.4 million square feet. The solicitation seeks a single contractor to provide janitorial and custodial operations, landscape and grounds maintenance, preventative and remedial maintenance, facility inspections, emergency management, equipment and asset management, project management, and call center services for state agencies, local governments, and higher education institutions. Respondents must complete detailed cost proposals for four separate facility groupings (DGS sites, TWRA sites, TDOT sites, and DDA sites) covering management fees, labor costs, supplies and materials, CMMS fees, and call center services. The mandatory pre-response conference is scheduled for March 16, 2026, with written questions due by March 20, 2026, Section A(1) responses due April 9, 2026, mandatory site visits April 20-30, 2026, and final responses due May 27, 2026. Technical evaluations will be completed by June 12, 2026, with oral presentations June 22-26, 2026, cost proposal opening June 29, 2026, Notice of Intent to Award on July 10, 2026, and contract signature by September 10, 2026. The contract includes an initial 60-month term with four optional renewal periods (one 24-month option and three 12-month options) for a maximum total of 120 months.
Pricing is structured through tiered fee models based on portfolio square footage, annual janitorial spend, annual landscaping and grounds spend, FTE counts, and transaction volumes, with all fees varying by tier level to reflect economies of scale. The management fee is calculated on a per-square-foot basis and represents the primary cost component (45% evaluation weight), while janitorial fees, landscaping and grounds fees, labor administration fees, CMMS fees, and call center fees are weighted between 7% and 13.5%. The State estimates total purchases at $1.5 billion, with no minimum purchase guarantee. Respondents may offer prompt pay discounts for invoices paid within 5, 10, 15, 20, or 30 days, though these discounts apply only to management fees and are excluded from award evaluation. The contractor's management fee is 50% at-risk subject to performance against Key Performance Indicators and Service Level Agreements. All subcontractor expenses must be passed through without markups. The RFP documents contain no set-aside designations, incumbent vendor identification, or restrictions limiting responses to particular entity types, meaning any organization meeting qualification requirements can respond.
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Instructions
| RFP 32110-45825, FACILITIES MANAGEMENT SERVICES, COST PROPOSAL GUIDE | COMPANY NAME |
| Input full legal company name here | |
| NOTE: The Cost Proposal Guide is for Evaluation Purposes ONLY and shall be based off the information gathered during site visits. True Year 1 Operations Budgets will be pulled together by the awarded Contractor once PAs are negotiated and signed with individual Participating Entities. |
Instructions for Completing the Cost Proposal Model Scoring The Respondent's score will be calculated based on actual FY25 data listed on the sheet labeled "Scoring" in Cells B3 through B9.
The fees are weighted based on the percentages listed in the Category Weights table on the sheet labeled "Scoring" in Cells B13 through B19.
The Respondent's total score can be found on the sheet labeled "Scoring" in Cell I22.
| Respondents shall enter proposed pricing only in the unlocked cells on the worksheet titled “Proposal.” All required pricing fields must be completed. No required fields may be left blank. | ||
| Management Fee – SqFt-Based Tier Table | Respondents will input their proposed Managment Fee Dollar per Square Foot in Cells D4 through D12. The Management Fee $/SqFt shall decrease as the tier level increases. | |
| Janitorial Fee – Annual Spend-Based Tier Table | Respondents will input their proposed Janitorial Fee (% of Annual Janitorial Spend) in Cells D16 through D25. The Janitorial Fee shall decrease as the tier level increases. | |
| Landscaping & Grounds Fee – Annual Spend Based | Respondents will input their proposed Landscaping & Grounds Fee (% of Annual Landscaping & Grounds Spend) in Cells D29 through D38. The Janitorial Fee shall decrease as the tier level increases. | State Assumptions |
| CMMS Fee | Respondents will input their proposed CMMS Fee ($ per transaction) in Cell D42. This fee does not follow a tiered structure. | Please see "State Assumptions" sheet. |
| Management Fee to Oversee Full-Time Employees (FTEs) | Respondents will input their proposed Labor Administrative Fee (% of Total Annual Employee Compensation) in Cells D46 through D55. The Labor Admin Fee shall decrease as the tier level increases. | |
| Call Center Direct Call Fee | Respondents will input their proposed Call Center Direct Call Fee ($ per Call) in Cell D59. This fee does not follow a tiered structure. | Definitions |
| Call Center Web Entry Fee | Respondents will input their proposed Call Center Web Entry Fee ($ per Web Entry) in Cell D63. This fee does not follow a tiered structure. | Please see "Definitions" sheet. |
| Instructions for Completing the Sites Cost Proposal Model | Prompt Pay | ||
| Respondents shall enter proposed pricing only in the unlocked cells on the worksheet titled “Sites.” All required pricing fields must be completed. No required fields may be left blank. | Respondents shall complete the table with discounts they are willing to extend to the State for processing and payment of invoices in the time period indicated. The Prompt Pay Discounts will not be included in the evaluation for award. | ||
| Current Operating Cost Baseline | |||
| (provided by State) | The State shall provide this number for Respondents. | ||
| Square Footage of the Site (provided by State) | The State shall provide this number for Respondents. | ||
| Management Fee | This cell will automatically calculate the Management Fee based on the square footage of the specified site multiplied by the Mgmt $/SqFt for Tier 3 on the "Proposal" tab as the State's FY 25 portfolio falls within Tier 3 for the Management Fee. | ||
| Janitorial Labor | Respondents will input their estimated pass-through un-burdoned labor costs for janitorial staff required for the specified site at the requested APPA service standards. | ||
| Janitorial Burden Costs | Respondents will input their estimated statutory and fringe costs associated with employing janitorial staff for the specified site. | ||
| Janitorial Supplies/Materials | Respondents will input their estimated cost of janitorial supplies and materials needed to manage the specified site based off information received from site visit. | ||
| Janitorial Fee | This cell will automatically calculate the Janitorial Fee based on actual FY 25 janitorial spend of the specified site multiplied by the % Fee for Tier 8 on the "Proposal" tab as the State's FY 25 portfolio falls within Tier 8 for the Janitorial Fee. | ||
| Landscaping & Grounds Labor | Respondents will input their estimated pass-through un-burdoned labor costs for landscaping & grounds staff required for the specified site at the requested APPA service standards. | ||
| Landscaping & Grounds Burden Costs | Respondents will input their estimated statutory and fringe costs associated with employing landscaping & grounds staff for the specified site. | ||
| Landscaping & Grounds Supplies/Materials | Respondents will input their estimated cost of landscaping & grounds supplies and materials needed to manage the specified site based off information received from site visit. | ||
| Landscaping & Grounds Fee | This cell will automatically calculate the Landscaping & Grounds Fee based on actual FY 25 landscaping & grounds spend of the specified site multiplied by the % Fee for Tier 5 on the "Proposal" tab as the State's FY 25 portfolio falls within Tier 5 for the Landscaping & Grounds Fee. | ||
| CMMS Fee | This cell will automatically calculate the estimated CMMS Fee. Since the number of transactions by site is unknown, the CMMS fee is calculated by dividing the number of FY 25 Transactions (identified on the "Scoring" tab) by FY 25 Properties Managed (identified on the "Scoring" tab) and multiplying this by the rate per transaction (input on the "Proposal" tab). | ||
| Call Center Direct Call Fee | This cell will automatically calculate the estimated Call Center Direct Call Fee. Since the number of transactions by site is unknown, the Call Center Direct Call fee is calculated by dividing the number of FY 25 Call center Direct Calls (identified on the "Scoring" tab) by FY 25 Properties Managed (identified on the "Scoring" tab) and multiplying this by the rate per call (input on the "Proposal" tab). | ||
| Call Center Web Entry Fee | This cell will automatically calculate the estimated Call Center Web Entry Fee. Since the number of transactions by site is unknown, the Call Center Web Entry fee is calculated by dividing the number of FY 25 Call Center Web Entries (identified on the "Scoring" tab) by FY 25 Properties Managed (identified on the "Scoring" tab) and multiplying this by the rate per web entry (input on the "Proposal" tab). | ||
| Site Based Labor | Respondent shall input their estimated pass-through un-burdoned labor costs for all other FM Services (with the exception of janitorial and landscaping & grounds) staff required for the specified site at the requested APPA service standards. | ||
| Labor Burden Costs | Respondent shall input their estimated statutory and fringe costs associated with employing all other FM Services (with the exception of janitorial and landscaping & grounds) staff for the specified site. | ||
| Labor Admin Fee | This cell will automatically calculate the Labor Admin Fee based on the average FTE's needed per building in the State's portfolio (the number of FTEs in FY 25 (identified in the "Scoring" tab) divided by the number of properties managed in State portfolio (identified in the "Scoring" tab) multiplied by the Labor Admin Fee % of Total Annual Employee Compensation (input by Contractor in "Proposal" tab)). The cell will reference Tier 6 as the State's FY 25 Total FTEs falls within Tier 6 for the Labor Admin Fee. | ||
| Central Management Team Labor | Respondent shall input their estimated pass-through un-burdoned labor costs for any PA Contractor management staff required for the specified site at the requested APPA service standards. | ||
| Central Management Team Labor Burden Costs | Respondent shall input their estimated statutory and fringe costs associated with employing any PA Contractor management staff required for the specified site at the requested APPA service standards. | ||
| Governance Team Labor | Respondent shall input their estimated pass-through un-burdoned labor costs for any Contractor Governance staff divided equally amongst all sites by all Participating Entities under the portfolio managed by the Contractor. | ||
| Governance Team Labor Burden Costs | Respondent shall input their estimated statutory and fringe costs associated with employing any Contractor Governance staff divided equally amongst all sites by all Participating Entities under the portfolio managed by the Contractor. | ||
| Other Facilities Subcontractor Services/ Supplies Materials Costs | Respondent shall input their estimated cost of supplies and materials needed to manage the specified site based off information received from site visit for all other FM Services (with the exception of janitorial and landscaping & grounds). | ||
| Transition Period Costs | Respondent shall input their estimated cost to transition the specified site on to the managed portfolio for the Participating Entity. |
State Assumptions
| State Assumptions |
| 1. Fee tiers for the Management Fee will be based on the prior fiscal year’s total managed square footage and will be re-evaluated annually. This fee shall be an all-encompassing fee, minus the other fees listed in the Cost Proposal, and shall cover all space classifications managed under the Contract, including but not limited to owned, leased, critical, and parking areas. The State will not evaluate separate rates based on space type. The assigned tier will remain fixed throughout the fiscal year, even if actual square footage increases or decreases mid-year. |
For example, if the total managed square footage at the start of the fiscal year is 20 million sq. ft. (Tier 3), that tier will remain in effect for the entire year — even if it increases to 25.1 million (Tier 4) or drops to 15 million (Tier 2) mid-year as a result of a new Participating Entity joining/leaving the statewide contract or the buildings being under construction and temporarily removed from the managed portfolio.
The assigned Management Fee tier will apply uniformly to all Participating Entities participating in the contract, regardless of when they onboard. New Participating Entities that join during a fiscal year will pay the same rate per square foot as existing participants under the current year’s established tier.
2. Janitorial Fee The Janitorial Fee is based on the total annual dollar amount of janitorial services under management across all Participating Entities. The applicable fee tier is determined using the combined statewide total of janitorial spend and will be updated annually based on the prior fiscal year’s total janitorial spend.
The assigned tier will remain fixed throughout the current fiscal year, even if actual janitorial spend increases or decreases mid-year. All Participating Entities will pay the same Janitorial Fee percentage based on the established tier, regardless of their individual spend levels.
For example, in Year 1:
Participating Entity 1 has $500,000 in janitorial services under management.
Participating Entity 2 has $13,000,000 in janitorial services under management.
The total statewide janitorial spend under management is $13.5 million, placing the contract in Tier 8 ($12,500,001 – $15,000,000).
As a result:
Participating Entity 1 would pay the Tier 8 rate multiplied by $500,000 Participating Entity 2 would pay the Tier 8 rate multiplied by $13,000,000
3. Landscaping & Grounds Fee The Landscaping & Grounds Fee is based on the total annual dollar amount of landscaping and grounds services under management across all Participating Entities. The applicable fee tier is determined using the combined statewide total and will be updated annually based on the prior fiscal year’s total landscaping and grounds spend.
The assigned tier will remain fixed throughout the current fiscal year, even if actual spend increases or decreases mid-year. All Participating Entities will pay the same Landscaping & Grounds Fee percentage based on the established tier, regardless of their individual spend levels.
For example, if the total landscaping and grounds spend under management in the prior fiscal year was $2.2 million, the contract would fall into Tier 5 ($2,000,001 – $2,500,000). That tier would then apply to all Participating Entities during the current fiscal year.
An Participating Entity with $300,000 in landscaping services would pay the Tier 5 rate multiplied by $300,000 An Participating Entity with $1.9 million in services would pay the Tier 5 rate multiplied by $1.9 million
4. Labor Administrative Fee The Labor Administrative Fee is based on the total number of full-time Contractor employees (FTEs) assigned to the State portfolio across all Participating Entities. The applicable fee tier will be determined annually based on the prior fiscal year’s total FTE count and will remain fixed throughout the fiscal year.
All Participating Entities will pay the same percentage rate for labor administration based on the tier assigned, with that rate applied to each entity’s actual total employee compensation. The assigned tier will not change mid-year, even if the number of managed FTEs increases or decreases due to the addition or removal of Participating Entities.
For example, if the prior fiscal year’s total number of managed FTEs across all Participating Entities is 180, the contract would fall into Tier 5 (161–180 FTEs).
An Participating Entity with 25 FTEs and $1.2 million in total compensation would pay the Tier 5 rate multiplied by $1.2 million An Participating Entity with 90 FTEs and $5 million in total compensation would pay the Tier 5 rate multiplied by $5 million
| 5. The Contractor’s Pricing Model shall be the methodology used to calculate the Operations Budget for any Participating Entity that signs a Participating Addendum (“PA”) |
| 6. Call Center Direct Call Fee & Call Center Web Entry Fee |
The State shall not be charged for Contractor entered or automatically generated transactions. These fees shall apply only to transactions initiated directly by Participating Entities.
Definitions
| Term | Definition | ||
| Current Operating Cost Baseline | |||
| (provided by State) | Actual spend on FM services in FY 25 by the incumbent vendor or by the State. | ||
| Square Footage of the Site (provided by State) | Manageable square footage by individual site. | ||
| Management Fee | Management Fee” means the Contractor’s fixed, tiered monthly fee, calculated based on the State’s total square footage portfolio, for managing the State’s facilities portfolio for the applicable fiscal year. This fee includes all routine and core management services, with the exception of Janitorial and Landscaping & Grounds service. | ||
| Janitorial Labor | Estimated pass-through un-burdened labor costs for janitorial staff required for the specified site at the requested APPA service standards. | ||
| Janitorial Burden Costs | Estimated statutory and fringe costs associated with employing janitorial staff for the specified site. This would include any costs above base wages (i.e., payroll taxes, PTO, holiday, insurance, etc.). | ||
| Janitorial Supplies/Materials | Estimated cost of janitorial supplies and materials needed to manage the specified site based off information received from site visit. | ||
| Janitorial Fee | The Contractor’s fee for managing janitorial services under this Contract, calculated as a percentage applied to each Participating Entity’s annual janitorial spend, using the tier assigned for that fiscal year in accordance with the State’s total janitorial spend under management. | ||
| Landscaping & Grounds Labor | Estimated pass-through un-burdened labor costs for landscaping & grounds staff required for the specified site at the requested APPA service standards. | ||
| Landscaping & Grounds Burden Costs | Estimated statutory and fringe costs associated with employing landscaping & grounds staff for the specified site. This would include any costs above base wages (i.e., payroll taxes, PTO, holiday, insurance, etc.). | ||
| Landscaping & Grounds Supplies/Materials | Estimated cost of landscaping & grounds supplies and materials needed to manage the specified site based off information received from site visit. | ||
| Landscaping & Grounds Fee | The Contractor’s fee for managing landscaping and grounds services under this Contract, calculated as a percentage applied to each Participating Entity’s annual landscaping and grounds spend, based on the tier established for the applicable fiscal year. | ||
| CMMS Fee | Based on the number of transactions/work orders processed through Contractor's CMMS. | ||
| Call Center Direct Call Fee | Based on the number of Call Center Direct Call Transactions processed through Contractor's CMMS. | ||
| Call Center Web Entry Fee | Based on the number of Call Center Web Entry Transactions processed through Contractor's CMMS. | ||
| Site Based Labor | Estimated pass-through un-burdened labor costs for all other FM Services (with the exception of janitorial and landscaping & grounds) staff required for the specified site at the requested APPA service standards. | ||
| Labor Burden Costs | Estimated statutory and fringe costs associated with employing all other FM Services (with the exception of janitorial and landscaping & grounds) staff for the specified site. This would include any costs above base wages (i.e., payroll taxes, PTO, holiday, insurance, etc.). | ||
| Labor Administration Fee | The Contractor’s fee for administering labor services under this Contract, calculated as a percentage of the total Contractor employee compensation, using the tier assigned for that fiscal year based on the total number of full-time Contractor employees (FTEs) assigned to the State portfolio across all Participating Entities. | ||
| Central Management Team Labor | Estimated pass-through un-burdened labor costs for any PA Contractor management staff required for the specified site at the requested APPA service standards. | ||
| Central Management Team Labor Burden Costs | Estimated statutory and fringe costs associated with employing any PA Contractor management staff required for the specified site at the requested APPA service standards. This would include any costs above base wages (i.e., payroll taxes, PTO, holiday, insurance, etc.). | ||
| Governance Team Labor | Estimated pass-through un-burdened labor costs for any Contractor Governance staff divided equally amongst all sites by all Participating Entities under the portfolio managed by the Contractor. | ||
| Governance Team Labor Burden Costs | Estimated statutory and fringe costs associated with employing any Contractor Governance staff divided equally amongst all sites by all Participating Entities under the portfolio managed by the Contractor. This would include any costs above base wages (i.e., payroll taxes, PTO, holiday, insurance, etc.). | ||
| Other Facilities Subcontractor Services/ Supplies Materials Costs | Estimated cost of supplies and materials needed to manage the specified site based off information received from site visit for all other FM Services (with the exception of janitorial and landscaping & grounds). | ||
| Transition Period Costs | Estimated cost to transition the specified site on to the managed portfolio for the Participating Entity. | ||
| Pricing Model | The entirety of a Respondents cost proposal submission, including all numerical values, rates, fees, and other quantitative responses provided in response to the solicitation’s pricing or cost proposal requirements. |
Proposal
| Management Fee – SqFt-Based Tier Table | ||
| Tier | SqFt Range | Mgmt $/SqFt |
| Tier 1 | 5,000,001 – 12,500,000 sq. ft. | |
| Tier 2 | 12,500,001 – 17,500,000 sq. ft. | |
| Tier 3 | 17,500,001 – 25,000,000 sq. ft. | |
| Tier 4 | 25,000,001 – 32,500,000 sq. ft. | |
| Tier 5 | 32,500,001 – 37,500,000 sq. ft. | |
| Tier 6 | 37,500,001 – 42,500,000 sq. ft. | |
| Tier 7 | 42,500,001 – 47,500,000 sq. ft. | |
| Tier 8 | 47,500,001 – 50,000,000 sq. ft. | |
| Tier 9 | 50,000,001+ sq. ft. |
| Janitorial Fee – Annual Spend-Based Tier Table | ||
| Tier | Annual Janitorial Spend Range | Janitorial Fee % of Annual Spend |
| Tier 1 | $0 – $1,000,000 | |
| Tier 2 | $1,000,001 – $2,000,000 | |
| Tier 3 | $2,000,001 – $3,000,000 | |
| Tier 4 | $3,000,001 – $5,000,000 | |
| Tier 5 | $5,000,001 – $7,500,000 | |
| Tier 6 | $7,500,001 – $10,000,000 | |
| Tier 7 | $10,000,001 – $12,500,000 | |
| Tier 8 | $12,500,001 – $15,000,000 | |
| Tier 9 | $15,000,001 – $20,000,000 | |
| Tier 10 | $20,000,001 + |
| Landscaping & Grounds Fee – Annual Spend Based | ||
| Tier | Annual Landscaping/Grounds Spend Range | Grounds Fee % of Annual Spend |
| Tier 1 | $0 – $500,000 | |
| Tier 2 | $500,001 – $1,000,000 | |
| Tier 3 | $1,000,001 – $1,500,000 | |
| Tier 4 | $1,500,001 – $2,000,000 | |
| Tier 5 | $2,000,001 – $2,500,000 | |
| Tier 6 | $2,500,001 – $3,000,000 | |
| Tier 7 | $3,000,001 – $3,500,000 | |
| Tier 8 | $3,500,001 – $4,000,000 | |
| Tier 9 | $4,000,001 – $5,000,000 | |
| Tier 10 | $5,000,001+ |
| CMMS Fee | ||
| Annual Transaction Estimate | $/Transaction (input) | |
| 116,000 |
| Labor Administration Fee to Oversee Full-Time Employees (FTEs) | ||
| Tier | Annual Managed FTE Range | Labor Admin Fee % of Total Annual Employee Compensation |
| Tier 1 | 0–100 | |
| Tier 2 | 101 – 120 | |
| Tier 3 | 121 – 140 | |
| Tier 4 | 141 – 160 | |
| Tier 5 | 161 – 180 | |
| Tier 6 | 181 – 200 | |
| Tier 7 | 201 – 220 | |
| Tier 8 | 221 – 240 | |
| Tier 9 | 241 – 260 | |
| Tier 10 | 261+ |
| Call Center Direct Call Fee | ||
| Annual Direct Calls Estimate | $ per Call | |
| 1,400 |
| Call Center Web Entry Fee | ||
| Annual Web Entry Estimate | $ per Entry | |
| 30,000 |
Sites
| Input full legal company name here | |||
| Site 1 | Estimated cost to provide services to each facility based on the assumption that the specified agency signed onto the contract and requested services for with tiered pricing and economies of scale reflected. | ||
| State of Tennessee | |||
| Department of General Services (DGS) / Department of Finance & Administration (F&A) | Tennessee Tower (DGS) |
312 Rosa L. Parks Ave.
Nashville, TN 37243 State Capitol (DGS) 600 Charlotte Ave.
Nasville, TN 37243 STS Data Center (F&A) 901 Rep. John Lewis Way N.
Nashville, TN 37243
| Square Footage of the Site | |||
| (provided by State) | 831,400.00 | 113,400.00 | $ 77,500 |
| Pricing Model Breakdown |
Components to be specified by Respondents
| Insert Rows as Needed | Management Fee | $ - 0 | $ - 0 | $ - 0 | |
| Janitorial Labor | |||||
| Janitorial Burden Costs | |||||
| Janitorial Supplies/Materials | |||||
| Janitorial Fee | $ - 0 | $ - 0 | $ - 0 | ||
| Landscaping & Grounds Labor | |||||
| Landscaping & Grounds Burden Costs | |||||
| Landscaping & Grounds Supplies/Materials | |||||
| Landscaping & Grounds Fee | $ - 0 | $ - 0 | $ - 0 | ||
| CMMS Fee | $ - 0 | $ - 0 | $ - 0 | ||
| Call Center Direct Call Fee | $ - 0 | $ - 0 | $ - 0 | ||
| Call Center Web Entry Fee | $ - 0 | $ - 0 | $ - 0 | ||
| Site Based Labor | |||||
| Labor Burden Costs | |||||
| Labor Admin Fee | $ - 0 | $ - 0 | $ - 0 | ||
| Central Management Team Labor | |||||
| Central Management Team Labor Burden Costs | |||||
| Governance Team Labor | |||||
| Governance Team Labor Burden Costs | |||||
| Insurance Premium | |||||
| Other Facilities Subcontractor Services/ Supplies Materials Costs | |||||
| Transition Period Costs | |||||
| Year 1 Operations Budget | $ - 0 | $ - 0 | $ - 0 |
| Site 2 | Estimated cost to provide services to each facility based on the assumption that the specified agency signed onto the contract and requested services for with tiered pricing and economies of scale reflected. | ||
| State of Tennessee | |||
| Tennessee Wildlife Resources Agency/ Department of General Services | TWRA Region II Office |
5105 Edmondson Pike Nashville, TN 37211 TWRA HQ & Support 5107 Edmondson Pike Nashville, TN 37211 Porter Lab (DGS) 436 Hogan Rd Nashville, TN 37204 Moss Building (DGS) 440 Hogan Rd Nashville, TN 37204 Metrology Lab (DGS) 5203 Marchant Drive Nashville, TN 37220
| Square Footage of the Site | 82,764.00 | 196,020.00 | 67,657.00 | 14,482.00 | 13,000.00 | |
| Pricing Model Breakdown |
Components to be specified by Respondents
| Insert Rows as Needed | Management Fee | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | |
| Janitorial Labor | |||||||
| Janitorial Burden Costs | |||||||
| Janitorial Supplies/Materials | |||||||
| Janitorial Fee | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | ||
| Landscaping & Grounds Labor | |||||||
| Landscaping & Grounds Burden Costs | |||||||
| Landscaping & Grounds Supplies/Materials | |||||||
| Landscaping & Grounds Fee | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | ||
| CMMS Fee | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | ||
| Call Center Direct Call Fee | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | ||
| Call Center Web Entry Fee | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | ||
| Site Based Labor | |||||||
| Labor Burden Costs | |||||||
| Labor Admin Fee | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | ||
| Central Management Team Labor | |||||||
| Central Management Team Labor Burden Costs | |||||||
| Governance Team Labor | |||||||
| Governance Team Labor Burden Costs | |||||||
| Insurance Premium | |||||||
| Other Facilities Subcontractor Services/ Supplies Materials Costs | |||||||
| Transition Period Costs | |||||||
| Year 1 Operations Budget | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Site 3 | Estimated cost to provide services to each facility based on the assumption that the specified agency signed onto the contract and requested services for with tiered pricing and economies of scale reflected. | ||
| State of Tennessee | |||
| Department of Transportation | Welcome Center | ||
| I-75 NB Mile Marker 0.7 | Chattanooga Regional Complex |
7512 Volkswagen Dr.
Chattanooga, TN 37421
| Square Footage of the Site | 4,976.00 | 41,705.00 | |
| Pricing Model Breakdown |
Components to be specified by Respondents
| Insert Rows as Needed | Management Fee | - 0 | - 0 | |
| Janitorial Labor | ||||
| Janitorial Burden Costs | ||||
| Janitorial Supplies/Materials | ||||
| Janitorial Fee | $ - 0 | $ - 0 | ||
| Landscaping & Grounds Labor | ||||
| Landscaping & Grounds Burden Costs | ||||
| Landscaping & Grounds Supplies/Materials | ||||
| Landscaping & Grounds Fee | $ - 0 | $ - 0 | ||
| CMMS Fee | $ - 0 | $ - 0 | ||
| Call Center Direct Call Fee | $ - 0 | $ - 0 | ||
| Call Center Web Entry Fee | $ - 0 | $ - 0 | ||
| Site Based Labor | ||||
| Labor Burden Costs | ||||
| Labor Admin Fee | $ - 0 | $ - 0 | ||
| Central Management Team Labor | ||||
| Central Management Team Labor Burden Costs | ||||
| Governance Team Labor | ||||
| Governance Team Labor Burden Costs | ||||
| Insurance Premium | ||||
| Other Facilities Subcontractor Services/ Supplies Materials Costs | ||||
| Transition Period Costs | ||||
| Year 1 Operations Budget | $ - 0 | $ - 0 |
| Site 4 | Estimated cost to provide services to each facility based on the assumption that the specified agency signed onto the contract and requested services for with tiered pricing and economies of scale reflected. | |
| Department of Disability & Aging | West TN Regional Office |
11360 Milton Wilson Road Arlington, TN 38002 Maintenance & Warehouse 11400 Milton Wilson Road Arlington, TN 38002 Seating & Positioning Clinic 11380 Milton Wilson Road Arlington, TN 38002
| Square Footage of the Site | 39,590.00 | 22,736.00 | 19,094.00 | |
| Pricing Model Breakdown |
Components to be specified by Respondents
| Insert Rows as Needed | Management Fee | $ - 0 | $ - 0 | $ - 0 | |
| Janitorial Labor | |||||
| Janitorial Burden Costs | |||||
| Janitorial Supplies/Materials | |||||
| Janitorial Fee | $ - 0 | $ - 0 | $ - 0 | ||
| Landscaping & Grounds Labor | |||||
| Landscaping & Grounds Burden Costs | |||||
| Landscaping & Grounds Supplies/Materials | |||||
| Landscaping & Grounds Fee | $ - 0 | $ - 0 | $ - 0 | ||
| CMMS Fee | $ - 0 | $ - 0 | $ - 0 | ||
| Call Center Direct Call Fee | $ - 0 | $ - 0 | $ - 0 | ||
| Call Center Web Entry Fee | $ - 0 | $ - 0 | $ - 0 | ||
| Site Based Labor | |||||
| Labor Burden Costs | |||||
| Labor Admin Fee | $ - 0 | $ - 0 | $ - 0 | ||
| Central Management Team Labor | |||||
| Central Management Team Labor Burden Costs | |||||
| Governance Team Labor | |||||
| Governance Team Labor Burden Costs | |||||
| Insurance Premium | |||||
| Other Facilities Subcontractor Services/ Supplies Materials Costs | |||||
| Transition Period Costs | |||||
| Year 1 Operations Budget | $ - 0 | $ - 0 | $ - 0 |
Prompt Pay
| Prompt Pay Discounts |
| Instructions: |
Below Respondents will find the cells to enter percentage discounts for Prompt Pay Discounts. Respondents should refer back to the Instructions Tab for higher level instructions for this event. Respondents may complete the table with discounts they are willing to extend to the State for processing and payment of invoices in the time period indicated. Respondent should enter the discount percentage in the "Discount %" column (Purple Cells). If a Respondent does not wish to offer a discount for any or all payment terms, they should enter a zero (0) in the cell(s) they do not wish to discount. Net payment terms refer to the number of days from receipt of a final, correct invoice that the State has to complete payment to the Contractor. Respondent should note that the State standard payment terms are Net 45.
Note: Prompt Pay Discounts are in reference to and only apply to the Management Fee.
| Prompt Pay Discounts | |
| Payment Terms | Discount % |
| NET 30 | |
| NET 20 | |
| NET 15 | |
| NET 10 | |
| NET 5 |
Scoring
Scoring
| FY 25 SqFt | 20,386,355.00 |
| FY 25 Properties Managed (#) | 769 |
| FY25 Janitorial Spend | $13,052,805.19 |
| FY25 Grounds & Landscaping Spend | $2,201,918.78 |
| FY25 Transactions (Total Work Orders) | 116,290 |
| FY25 FTE Total Compensation | $14,184,770.42 |
| FY 25 FTE Total (Count) | 185.50 |
| FY25 Call Center Direct Calls | 1,392 |
| FY25 Call Center Web Entries | 29,637 |
| Category Weights | Weight |
| Management Fee | 45% |
| Janitorial Fee | 13.5% |
| Landscaping & Grounds Fee | 13.5% |
| CMMS Fee | 7% |
| Labor Admin Fee | 7% |
| Call Center Direct Call Fee | 7% |
| Call Center Web Entry Fee | 7% |
| Bidder | Mgmt Fee | Janitorial Fee | Landscaping & Grounds Fee | CMMS Fee | Labor Admin Fee | Call Center Direct Call Fee | Call Center Web Entry Fee | Weighted Score |
| Input full legal company name here | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | - 0 |
| Site Weights | Weight |
| DGS | 40.0% |
| TWRA | 20.0% |
| TDOT | 20.0% |
| DDA | 20.0% |
| Bidder | DGS | TWRA | TDOT | DDA | Weighted Score | Category Weight Total | Site Weight Total | Final Weighted Score |
| Input full legal company name here | $ - 0 | $ - 0 | $ - 0 | $ - 0 | - 0 | 70% | 30% | 0 |
| Sites | FY25 Janitorial Spend | FY25 Grounds & Landscaping Spend | |
| (DGS) Tennessee Tower | $ 848,034.72 | $ 163,829.30 | |
| (DGS) State Capitol | $ 263,661.62 | $ 244,381.55 | |
| (DGS) STS Data Center | $ 129,132.57 | $ 21,012.32 | |
| (TWRA) Region II Office | $ - 0 | $ - 0 | *Not currently managed by Contractor |
| (TWRA) HQ & Support | $ - 0 | $ - 0 | *Not currently managed by Contractor |
| (DGS) Porter Lab | $ 42,727.90 | $ 3,695.00 | |
| (DGS) Moss Building | $ 16,740.76 | $ 12,450.00 | |
| (DGS) Metrology Lab | $ 15,706.41 | $ 657.73 | |
| (TDOT) Chattanooga Regional Complex | $ 358,284.24 | $ 117,566.47 | |
| (TDOT) Welcome Center on I-75NB at mile marker 0.7 | $ 1,850.00 | $ - 0 | *No landscaping/grounds spend on Welcome Centers |
| (DDA) West TN Regional Office | $ - 0 | $ - 0 | *New building, no historical spend |
| (DDA) West TN Regional Office Maintenance & Warehouse | $ - 0 | $ - 0 | *New building, no historical spend |
| (DDA) Seating & Positioning Clinic | $ - 0 | $ - 0 | *New building, no historical spend |
File details come from the government source that posted it. Updated .