Attachment_6.9_Questions_and_Comments_Template.xlsx

This file is a Questions and Comments template for Request for Proposals #45825 issued by the State of Tennessee's Department of General Services, Central Procurement Office, in conjunction with Tennessee State University, Tennessee Wildlife Resources Agency, Department of Transportation, and Department of Disability & Aging to procure comprehensive facilities management services. The RFP seeks a single contractor to manage day-to-day operations and maintenance for 769 properties totaling approximately 20.4 million square feet across state agencies, local governments, and higher education institutions in Tennessee. Services required include janitorial and custodial operations, landscape and grounds maintenance, preventative and remedial maintenance, facility inspections, emergency management, equipment and asset management, project management, and 24/7 call center services across multiple facility types including offices, laboratories, healthcare facilities, and educational institutions. Key dates include a mandatory pre-response conference on March 16, 2026, written questions deadline of March 20, 2026, responses to Section A(1) due April 9, 2026, mandatory site visits April 20–30, 2026, and final response deadline of May 27, 2026. Technical evaluations conclude by June 12, 2026, with oral presentations scheduled for June 22–26, 2026, and cost proposal opening on June 29, 2026. The Notice of Intent to Award is scheduled for July 10, 2026, with contract negotiations through September 4, 2026, and contract signature deadline of September 10, 2026. The contract will have an initial sixty-month term with four optional renewal periods (one twenty-four-month option and three twelve-month options) for a maximum total term of 120 months.

The State estimates total purchases under the contract at one billion five hundred million dollars with no specified minimum purchase guarantee. Evaluation will award 100 total points based on general qualifications (10 points), technical qualifications and approach (50 points), oral presentation (10 points), and cost proposal (30 points). 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 RFP documents contain no set-aside designations or restrictions limiting responses to particular entity types, disadvantaged enterprises, or minority-owned businesses, meaning any qualified organization may respond. No incumbent vendors or current contractors are identified. Compensation is structured through individual Operations Budgets for each Participating Entity including management fees, labor costs with burden rates, supplies and materials, and call center and computerized maintenance management system fees, with the contractor's management fee 50% at-risk subject to performance against Key Performance Indicators and Service Level Agreements. The contractor must pass through all subcontractor expenses without markups and maintain comprehensive insurance including commercial general liability of two million dollars, cyber liability of three to five million dollars, crime insurance of one million dollars, and automobile liability of one million dollars.