Attachment_6.9_Questions_and_Comments_Template.xlsx

This is a Questions and Comments Template for RFP #45825 Facilities Management Services issued by the State of Tennessee, Department of General Services, Central Procurement Office, in partnership with participating entities including Tennessee State University, Tennessee Wildlife Resources Agency, Department of Transportation, and Department of Disability & Aging. The RFP seeks a single contractor to provide comprehensive facilities management services across 769 properties totaling approximately 20.4 million square feet, encompassing 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. A 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 response deadline of May 27, 2026. Technical evaluations are scheduled for completion by June 12, 2026, with oral presentations June 22-26, 2026, cost proposal opening June 29, 2026, and Notice of Intent to Award on July 10, 2026. Contract negotiations are anticipated through September 4, 2026, with contract signature deadline of September 10, 2026. The contract structure includes an initial sixty-month term with four optional renewal periods (one twenty-four-month option and three twelve-month options) for a maximum total contract term of 120 months.

The State estimates total purchases under the contract at $1.5 billion, though no minimum purchase guarantee is specified. Compensation is structured through individual Operations Budgets for each Participating Entity that include management fees, labor costs with burden rates, supplies and materials, and call center and computerized maintenance management system fees. The contractor's management fee is subject to 50% at-risk performance against Key Performance Indicators and Service Level Agreements. Respondents must demonstrate financial stability through current credit ratings, maintain a 24/7 call center, achieve a minimum 60% response rate on the Services Matrix, and provide evidence of managing multi-site portfolios encompassing at least five different facility types across a minimum of ten million square feet for five consecutive years. The contractor must pass through all subcontractor expenses without markups and maintain comprehensive insurance coverage including commercial general liability of $2 million, cyber liability of $3-5 million, crime insurance of $1 million, and automobile liability of $1 million. No set-aside designations, incumbent vendors, or current contractors are identified in the available materials.