ESBD_561765_1790266653903_RFI-27-0001-PDC Capital Planning Software.docx

TEXAS FACILITIES COMMISSION

P. O. Box 13047 Austin, Texas 78711-3047

REQUEST FOR INFORMATION

Capital Planning Software Solution

RFI #27-0001

Dated: 9/23/2026

RFI # 27-0001

Capital Planning Software Solution Response Due Date: 11/30/2026, 3:00PM CT

Contents

SECTION I - INTRODUCTION

1) Intent of RFI: The Texas Facilities Commission is issuing this Request for Information (RFI) to solicit information regarding commercially available capital planning software solutions capable of meeting the needs of TFC's Planning and Design Division.

a) This document is intended to solicit responses from individuals, firms, teams, or organizations that develop, sell, or implement capital planning software. Respondents with experience serving public entities and large, multi-building facility portfolios are particularly encouraged to respond.

2) Inquiry Only: This is an inquiry only. No contract or agreement will be entered into as a result of this process, nor does a response to this document initiate a formal procurement or represent a commitment to issue a Request for Qualifications (“RFQ”) or Request for Proposals (“RFP”) in the future. Those choosing to respond to this RFI will not, merely by virtue of submitting such a response, be deemed to be “bidders” on the Project in any sense, and no such Respondent will have any preference, special designation, advantage or disadvantage whatsoever in any subsequent activities related to the Project. The information contained in the responses to this RFI will help the TFC to advance scope development, budgetary estimates and legislative appropriation request, which may result in the launch of a formal solicitation and associated procurement activities. Responding to this RFI will not prohibit, debar, or disqualify any future solicitation opportunities.

3) Agency Point of Contact: The contact listed below shall be the sole point of contact during this solicitation. Any discussions regarding this solicitation with other agency personnel or TFC contractors, or sub-contractors may be grounds for disqualification.

Primary Contact:

Purchaser Name: Monica Presson, CTCD|CTCD Purchaser Phone: 512-463-1879 Purchaser Email: monica.presson@tfc.texas.gov

Secondary Contact:

Purchaser Name: James Wooley Purchaser Phone: 512-784-9735 Purchaser Email: james.wooley@tfc.texas.gov

SECTION II - BACKGROUND

1) General:

a) The Texas Facilities Commission manages over fourteen (14) million square feet of state-owned properties including office spaces, storage areas, warehouses, schools, medical labs, parking lots, and garages throughout the state. TFC does this with a combination of in-house and contracted staff for the various specialties and trades needed to build, support and maintain these properties.

b) TFC's Planning and Design Division is responsible for long-range facility planning, conducting facility condition assessments, prioritizing the State's deferred maintenance backlog, and developing capital budgets in support of legislative appropriations requests.

c) Any resulting software capability is intended to serve as a decision-support tool for TFC within their current statutory role and is not intended to establish new regulatory authority, policy-making functions, or ongoing service obligations beyond those already assigned to and resourced by TFC.

2) Purpose:

a) The purpose of this RFI is to solicit information from certified software vendors, resellers, and implementers on:

i) Capabilities of commercially available capital planning software.

ii) Typical licensing, pricing, and implementation models for such software.

iii) Typical support model, staffing and budgetary needs to maintain the solution.

iv) Recommendations on how the State of Texas should approach implementation to ensure complete functionality.

v) Common challenges to avoid when selecting and implementing this type of software.

vi) Capabilities to support space inventory management, space allocation and assignment tracking by occupying agency, and space utilization/consolidation planning integrated with facility condition and capital planning data.

SECTION III – CAPITAL PLANNING SOFTWARE CAPABILITIES

1) Core Capabilities.

a) Multi-year capital improvement planning (CIP) and project portfolio management.

b) Facility Condition Assessment (FCA) Data: House, store, and utilize facility condition assessment data, including asset condition ratings, deficiencies, and associated repair or replacement costs.

c) Prioritization Matrices: Apply prioritization matrices that can be weighted and adjusted by agency leadership to rank projects and investments. Standard fields should include, at a minimum, risk, criticality, and mission-dependency scoring.

d) Funding Scenarios: Provide funding scenarios that map the timelines associated with addressing the deferred maintenance backlog based on varying levels of investment.

e) Facility Condition Index (FCI) calculation and trend analysis over time.

2) Additional Desired Capabilities.

a) Asset inventory and lifecycle management, including asset hierarchy (site, building, system, and component) and remaining useful life tracking.

b) Cost estimation and escalation using industry-standard cost data (e.g., RSMeans).

c) Dashboards, data visualization, and reporting to support leadership decisions.

d) Mobile or field-based data collection for facility condition assessments.

e) Configurable, role-based security, user permissions, and workflow approvals.

f) Cloud/SaaS hosting that complies with State of Texas data residency and security requirements (e.g., TX-RAMP, FedRAMP).

3) Space Management and Space Utilization Planning.

a) Space Inventory Management: Maintain a current space inventory by site, building, floor, and room, including square footage, space type/use classification, and occupancy status.

b) Agency Assignment Tracking: Track space assigned to, and occupied by, each state agency or other tenant (the "user"), including historical assignment changes and lease/ownership status.

c) Programmed Space Requirements: Calculate and maintain each agency's programmed space requirement based on personnel counts (FTE/headcount) and TFC's documented space allocation standard (a functional/programmatic standard defining space entitlements by position type or function), with the ability for TFC administrators to input, maintain, and update that standard within the system.

d) Space Gap Analysis: Compare current space inventory and assignments against programmed requirements to identify surplus, deficit, and consolidation opportunities across agencies within TFC's owned facility portfolio (leased space is out of scope for consolidation analysis).

e) Consolidation Recommendations: Generate consolidation and space-optimization recommendations across TFC-owned facilities that incorporate facility condition data (FCI, deficiencies, and estimated repair/renovation costs), so that any renovation or build-out requirements associated with a consolidation scenario are reflected in the recommendation and its cost estimate.

f) Stacking, Blocking, and Space Visualization: Provide stacking diagrams, blocking plans, and floor plan visualizations by agency/tenant to support space planning decisions.

g) Move Management: Support planning and tracking of agency moves and space reassignments resulting from consolidation or renovation projects.

4) System Integration. TFC currently relies on the following systems to support other functions within the workflow, that a capital planning solution should integrate with. Proposed solutions should be able to exchange data with, and reduce duplicative data entry across, these systems. Space inventory and agency assignment data is currently maintained in spreadsheets, with no dedicated system of record; respondents should describe their recommended approach for migrating, cleansing, and validating this data during implementation.

a) Archibus – Work Order Management System (WOMS)

b) Projectmates – Project Management Information System (PMIS)

c) AutoDesk – REVIT Model / Construction Management System (CMS)

SECTION IV – SCHEDULE OF EVENTS

1) SCHEDULE OF EVENTS: TFC reserves the right to change the dates shown below.

SECTION V – INSTRUCTIONS FOR RESPONDENTS

1) INFORMATION REQUESTED: The questions to which TFC is seeking responsive information are set forth below. Responses should demonstrate an understanding of, and express clearly the Respondent’s perspective on, the issues involved with a given question. A Respondent, however, need not feel compelled to provide a response to each and every question.

a) TFC IS NOT REQUESTING A PROPOSAL, DETAILED PLANS, MARKETING MATERIAL, OR BUDGETARY INFORMATION IN RESPONSE TO THIS RFI.

2) PUBLIC INFORMATION: As a state agency, TFC will strictly adhere to the requirements of Chapter 552 of the TGC (the “Texas Public Information Act”) regarding the disclosure of public information. As a result, by submitting a response, Respondent acknowledges that all information, documentation, and other materials submitted in response to this solicitation may be subject to the public disclosure under the Texas Public Information Act. TFC does not have authority to agree that any information submitted will not be subject to disclosure. Disclosure is governed by the Texas Public Information Act. Respondents are advised to consult with their legal counsel concerning disclosure issues resulting from this process and to take precautions to safeguard trade secrets and proprietary or otherwise confidential information in its submission. Respondent must clearly mark in bold red letters the term “CONFIDENTIAL” using at least 14 point font, on specific part of page of the submission which Respondent believes to be confidential. Respondent should also include in the filename the word “CONFIDENTIAL”. All submittals are part of submittals that are not marked confidential will be automatically considered to be public information. If TFC receives a public information request seeking information marked by Respondent as confidential, Respondent will receive notice of the request as required by the Texas Public Information Act. If TFC receives a public information request for submittals and part of submittals that are not marked confidential, the information will be disclosed to the public as required by the Texas Public Information Act. Note that pricing is not considered confidential under the Texas Public Information Act. Do not mark your entire submission as “CONFIDENTIAL”.

3) ELECTRONIC RESPONSE: Electronic responses shall be submitted on or before the deadline in the Schedule of Events above. Response shall be uploaded through the OpenGov portal located here:

https://procurement.opengov.com/portal/tfctexas/projects/305685

4) INQUIRIES

a) All inquiries shall be submitted in writing to the Agency Point of Contact identified above or submitted through the OpenGov portal. All inquiries submitted prior to the deadline for questions listed in the Schedule of Events will result in written responses with copies posted online.

5) RECEIPT OF SUBMITTALS

a) All responses shall be submitted via OpenGov prior to 3:00 P.M. Standard Time on the date specified in the Schedule of Events. All submittals shall become the property of the State of Texas after the deadline/opening date.

SECTION VI – POST SUBMITTAL

1) ADDITIONAL DOCUMENTATION FROM RESPONDENTS:

a) TFC may reach out to Respondents to further discuss information submitted. This may include one-on-one meetings in person or online.

b) TFC may invite Respondents to provide a live demonstration of the proposed software, including a walkthrough of the user interface and a sample project or portfolio, either in person or online.

By signature hereon, the respondent affirms that:

RESPONDENT AFFIRMATIONS:

1. False Statements: Respondent represents and warrants that all statements and information prepared and submitted in this document are current, complete, true, and accurate.

RESPECTFULLY SUBMITTED:

Questionnaire Section 1. Company Background and Relevant Experience

1) Describe any innovative practices, technologies, or capabilities your solution would bring compared to other market offerings.

a)

2) What lessons learned from other public-sector clients would apply to an implementation for TFC, and what should TFC be aware of when structuring a future RFP and implementation? What assumptions should TFC validate beforehand?

a) Section 2. Solution Overview and Core Capabilities

1) Provide an overview of your solution, its primary modules, and how they work together.

a)

2) Which of TFC's core requirements (Section III) does your solution support out of the box, and which capabilities require configuration or custom development?

a)

3) Describe any artificial intelligence, predictive analytics, or forecasting capabilities in the solution.

a)

4) What emerging capabilities do you believe will provide the most value to TFC?

a) Section 3. Facility Condition Assessment (FCA) Data Management

1) How does your solution store, organize, and maintain facility condition assessment data — including asset hierarchy (site, building, system, and component), data fields, condition ratings, deficiencies, and remaining useful life?

a)

2) Can the solution import existing or third-party facility condition assessment data, and what formats are supported? How does the solution support recurring or ongoing condition assessments, including field-based or mobile data collection?

a)

3) Does the solution calculate and track the Facility Condition Index (FCI) and other condition metrics, and at what levels (component, system, building, and portfolio)?

a)

4) Does the solution support generating a trackable project record directly from a deficiency or backlog item, and if so, how is that project linked back to the originating deficiency for status tracking?

a) Section 4. Prioritization and Decision Support

1) How does your solution build and apply prioritization matrices or scoring models, and what factors can be scored (e.g., condition, risk, mission criticality, code compliance, safety, energy performance, and occupancy)?

a)

2) Can prioritization criteria and their weightings be configured and adjusted by agency leadership without vendor involvement?

a)

3) Can multiple prioritization models or weighting schemes be maintained and compared, and how are results presented and visualized for decision-makers?

a) Section 5. Capital Planning and Funding Scenario Modeling

1) How does your solution develop and maintain multi-year capital plans and capital improvement programs?

a)

2) How does the solution generate funding scenarios that map the timelines associated with addressing the deferred maintenance backlog based on varying levels of investment, and can it model and compare the impact of different funding levels on the backlog, Facility Condition Index, and risk over time?

a)

3) How does the solution support cost estimation, cost escalation, and the outputs used for budget development?

a)

4) How does the solution's capital planning and prioritization output relate to project delivery and execution tracking (e.g., how a prioritized project is handed off to or tracked within a project management/delivery system), and does status or progress from delivery feed back into the portfolio view?

a) Section 6. Space Management and Space Utilization Planning

1) How does your solution manage space inventory (site, building, floor, and room) and track which state agency or other tenant (“user”) is assigned to and occupies each space?

a)

2) How does the solution capture and maintain each agency's programmed space requirement based on personnel/headcount and TFC's space allocation standard, and can administrators input, maintain, and update that standard within the system without vendor involvement?

a)

3) How does the solution perform gap analysis between current space inventory/assignments and programmed requirements to identify surplus, deficit, and consolidation opportunities across agencies within TFC's owned facility portfolio?

a)

4) How does the solution generate consolidation or space-optimization recommendations, and how are facility condition data and the associated renovation or build-out costs incorporated into those recommendations and their cost estimates?

a)

5) Describe the solution's stacking, blocking, and floor plan visualization capabilities, including how they reflect agency/tenant assignments and support move planning.

a) Section 7. Integration and Interoperability

1) What integration methods does the solution support (e.g., APIs, prebuilt connectors, or scheduled file exchange), and how is data kept synchronized?

a) Section 8. Reporting, Dashboards, and Analytics

1) Describe the standard dashboards and reports available to executives and agency leadership.

a)

2) Describe ad hoc and custom reporting capabilities, including who is able to build reports, and what data visualization and export options are available (and in what formats).

a)

3) Describe the solution's ability to report on deferred maintenance backlog trends over time — including changes in backlog size, deficiency counts, and FCI — at the building and portfolio level.

a) Section 9. Data Security, Hosting, and Compliance

1) Describe your hosting model and where customer data is stored (including whether data resides within the United States and/or Texas), and is the solution FedRAMP or TX-RAMP certified or otherwise compliant with State of Texas (DIR) security requirements? Describe your relevant security certifications.

a)

2) Describe your security controls, including access control, encryption in transit and at rest, and monitoring, as well as your availability and uptime service levels, backup practices, and disaster recovery capabilities.

a)

3) Does the solution meet accessibility requirements, such as WCAG and Section 508?

a) Section 10. User Experience, Product Demonstration, and Configuration

1) Describe the solution's user interface and overall user experience for both administrators and occasional users.

a)

2) Is a demonstration or sandbox environment available for TFC to explore? Respondents are encouraged to provide sample screenshots or a recorded demonstration of the user interface.

a)

3) How configurable are screens, fields, terminology, workflows, and role-based views/permissions, and what self-service configuration can TFC administrators perform without vendor involvement?

a)

4) Describe mobile or tablet access and any offline capabilities.

a) Section 11. Additional Information

1) Provide any additional information your firm would like TFC to consider that has not been addressed by the questions above.

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