Attachment_6.9_Questions_and_Comments_Template.xlsx

This is a Questions and Comments Template document for RFP #45825 Facilities Management Services issued by the State of Tennessee, 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. The RFP seeks a single contractor to provide comprehensive facilities management services across 769 properties totaling approximately 20.4 million square feet, including 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. Vendors may submit questions and comments through two designated rounds by submitting to Regan Baltasar (Regan.Baltasar@tn.gov) and Ryan Gaddis (Ryan.Gaddis@tn.gov) according to the RFP Schedule of Events. Key dates include a mandatory pre-response conference on March 16, 2026, written questions deadline of 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, oral presentations June 22-26, 2026, and cost proposal opening June 29, 2026, with Notice of Intent to Award on July 10, 2026. The contract 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 $1,500,000,000 with no minimum purchase guarantee specified. 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 RFP contains no specific set-aside designations or restrictions limiting responses to particular entity types, disadvantaged enterprises, or minority-owned businesses. No incumbent vendors or current contractors are identified in the available materials. 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. Insurance requirements include 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.