RFI_26-0001_Integrated_Building_Maintenance_and_Services_Contracts_Public.pdf

REV. 9/3/2020

TEXAS FACILITIES COMMISSION

P. O. Box 13047

Austin, Texas 78711-3047

REQUEST FOR INFORMATION

Integrated Building Maintenance and Services Contract

RFI #26-0001

Dated: 7/1/2026

Response Due Date: 7/22/2026, 3:00PM CT

RFI # 26-0001

Integrated Building Maintenance and Services Contracts

Contents

SECTION I - INTRODUCTION

1) Intent of RFI:

2) Inquiry Only:

3) Agency Point of Contact:

a) Purchaser Name: Rico Gamino, CTCD, CTCM

b) Purchaser Phone: 512-936-0567

c) Purchaser Email:

SECTION II - BACKGROUND

SECTION III – BUILDING MAINTENANCE AND SERVICES

SECTION IV – SCHEDULE OF EVENTS

1) SCHEDULE OF EVENTS:

SECTION V – INSTRUCTIONS FOR RESPONDENTS

1) Information Requested:

3) ELECTRONIC RESPONSE:

4) INQUIRIES

5) RECEIPT OF SUBMITTALS

SECTION VI – POST SUBMITTAL

1) ADDITIONAL DOCUMENTATION FROM RESPONDENTS:

Section 1. Company Background and Relevant Experience

Section 2. Scope of Services and Service Delivery Model

Section 3. Building Maintenance and Preventive Maintenance

Section 4. Custodial Services

Section 5. Pest Control Services

Section 6. Waste Management

Section 7. Recycling Services

Section 8. New Construction, Building Turnover, and Transition

Section 9. Staffing, Supervision, and Workforce Management

Section 9. CMMS, Work Orders, Reporting, and Customer Communication

Section 10. Quality Assurance and Performance Measurement

Section 11. Pricing and Commercial Model

Section 12. Security, Safety, Emergency Response, Risk, and Compliance

Section 13. Additional Information

SECTION I - INTRODUCTION

1) Intent of RFI: The Texas Facilities Commission is issuing this Request for Information

(RFI) to solicit information and input regarding integrated building maintenance and services contracts.

a) This document is intended to solicit responses from individuals, firms, teams, or organizations that have experience with full building management services.

Specifically, building maintenance and services for multi-tenant office buildings.

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.

a) Purchaser Name: Rico Gamino, CTCD, CTCM

b) Purchaser Phone: 512-936-0567

c) Purchaser Email: rico.gamino@tfc.texas.gov

SECTION II - BACKGROUND

1) General:

a) The Texas Facilities Commission manages over 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 is gathering information to benchmark TFC services with the private sector to find areas of improvement and increase efficiencies with new processes, tools, and methodologies. This will inform decisions on where to allocate future funding and resources.

mailto:rico.gamino@tfc.texas.gov

c) TFC is also considering outsourcing building management for the recently constructed or in-construction buildings:

i) Barbara Jordan Building

ii) George H W Bush Building

iii) Parking Garage T

iv) North Congress Building

v) Lavaca Building

2) Purpose:

a) The purpose of this RFI is to solicit information from various firms and contractors on:

i) Typical scope for these types of contracts.

ii) Typical contract terms and pricing structures.

iii) Request recommendations from respondents on how the State of Texas should approach an integrated building maintenance and services contract.

iv) Common pitfalls for these types of contracts.

SECTION III – BUILDING MAINTENANCE AND SERVICES

1) Typical Building Maintenance Services:

a) Central Plants

b) HVAC

c) Electrical

d) Plumbing

e) Fire Controls

f) Building Automation

g) Life Safety Systems

h) Elevators

2) Typical Building Services:

a) Custodial Services

b) Pest Control

c) Waste Management and Recycling

d) Grounds Maintenance

e) Tenant Management and Response

3) Reporting Requirements: TFC reports quarterly performance measures to the legislature regarding cost per square foot for custodial services, and work order request responsiveness.

4) Work Orders. TFC uses Archibus as its work order system to track tenant requests, scheduled maintenance, and billable tenant services.

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 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. TFC assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by Respondents. If it is necessary for Respondent to include trade secrets or 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 the specific part or page of the submission which Respondent believes to be confidential. Respondents should also include in the filename the word “CONFIDENTIAL”. All submittals and parts 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 parts 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”.

EVENT DATE

Issue RFI 7/1/2026 Deadline for Submission of Questions 7/13/2026 Deadline for Submission of Responses 7/22/2026 Wednesday, 5:00 PM

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/280635

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. Central 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.

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:

Legal Entity Name:

Company Description:

Authorized Signature:

Printed Name and Title:

Telephone:

E-mail:

Available for follow-up meeting if applicable: Yes or No https://procurement.opengov.com/portal/tfctexas/projects/280635

Integrated Building Maintenance and Services Questionnaire

Section 1. Company Background and Relevant Experience

1) What is your typical role in a contract of this type and what is your experience?

a)

2) Describe any innovative practices, technologies, or service models your firm would bring to a contract of this type that could benefit TFC.

a)

3) What lessons learned from other public-sector clients would apply to a contract of this type?

4) What would success look like in the first year of a contract?

a)

5) Based on your experience, what should TFC be aware of, or consider doing differently, when structuring an RFP and contract, and what assumptions should TFC validate beforehand?

a)

Section 2. Scope of Services and Service Delivery Model

1) What is the typical size and duration of integrated building maintenance and service contracts.

a)

2) Identify any certifications, industry accreditations, or professional affiliations standard for these types of contacts, such as ISSA/CIMS, BOMA, IFMA, or APPA memberships.

a)

3) Based on your understanding of this RFI and the identified buildings (BJB, GHWB, PKT, and the two new buildings under construction), what building maintenance and services are recommended to include in a bundled contract?

a)

4) How is work and responsibility classified as routine maintenance, preventive maintenance, corrective maintenance, deferred maintenance, capital work, and special projects.

a)

5) What dollar threshold is recommend for distinguishing routine maintenance from capital or special-project work, and why?

a)

6) Explain what criteria is used to distinguish maintenance work covered under a fixed fee from work that would be billed as a separate or additional service.

a)

7) Identify any services that your firm believes should remain under direct TFC control (not outsourced).

8) How can TFC control scope creep while maintaining high service quality.

a)

9) Describe recommended service delivery model for a smaller multi-building portfolio located in the Capitol Complex.

a)

10) Is a single integrated team for all buildings or dedicated teams assigned by building preferred?

Please explain.

a)

11) What information is needed to develop a complete scope and pricing model?

a)

12) Provide a sample scope or responsibility matrix, if available.

Section 3. Building Maintenance and Preventive Maintenance

1) How would a vendor develop preventive maintenance schedules and establish baseline asset condition at contract start, including circumstances in which TFC's asset inventory is incomplete?

a)

2) What Computerized Maintenance Management System (CMMS) data fields are essential for developing an accurate preventive maintenance program?

a)

3) How would TFC prioritize preventive maintenance for mission-critical equipment on this type of contract?

a)

4) How would TFC verify preventive maintenance completion and compliance, including missed, deferred, or rescheduled tasks?

a)

5) How do owners manage preventive maintenance tasks that exceed predefined cost limits?

a)

6) What response times are typical for emergency, urgent, routine, and low-priority work orders on these types of contracts?

a)

7) How is deferred maintenance distinguished from preventive maintenance?

a)

8) How is work distinguished between vendor responsibility and owner responsibility for equipment that is obsolete, under warranty, or beyond its useful life?

a)

9) How do vendors ensure compliance when contractors operate outside normal business hours?

Section 4. Custodial Services

1) What are the standard and recommended custodial scopes vendors provided for office buildings, including daily, periodic, and project-based cleaning across office areas, conference rooms, public areas, restrooms, elevators, stairwells, break rooms, exterior entrances, and back-of-house areas.

a)

2) What cleaning standards, if any, are included in contracts, such as APPA custodial staffing levels or the ISSA Clean Standard, and how are frequencies determined by space type (public areas, executive areas, restrooms, high-touch surfaces, and low-traffic areas)?

a)

3) How do daytime and nighttime services differ?

a)

4) How are custodial supplies, consumables, and inventory, including restroom supplies included such as chemicals, paper products, liners, tools, and equipment in the contract?

a)

5) What services would be considered special custodial services, such as carpet extraction, floor refinishing, exterior window cleaning, pressure washing, high dusting, emergency cleanup, or event support?

a)

6) How would your firm respond to unscheduled custodial needs arising from events, spills, weather incidents, biohazard or bodily-fluid cleanup, pest-related cleanup, and water intrusion?

a)

7) Provide a sample custodial inspection checklist.

Section 5. Pest Control Services

1) What percentage of services are preventive versus reactive, and how are preventative treatment plans developed and priced?

a)

2) What tools or systems are used to monitor pest activity and report service outcomes (e.g., digital logs, dashboards)?

a)

3) What certifications and training are required (state, EPA, or other)?

a)

4) How do you measure service success (e.g., reduction in incidents, response times, customer satisfaction)?

Section 6. Waste Management

1) How do you optimize waste management operations to reduce costs (labor, hauling frequency, etc.)?

a)

2) How do you educate building occupants or tenants on proper waste disposal practices?

a)

3) How do you scale services for changes in occupancy, special events, or construction-related waste?

a)

Section 7. Recycling Services

1) How do you structure recycling collection (e.g., deskside, centralized stations) to maximize participation and efficiency?

a)

2) What strategies do you use to increase recycling participation among building occupants?

a)

3) How do you track and report recycling performance (e.g., tons recycled, diversion rate)?

a)

4) How do you evaluate and improve recycling programs over time?

a)

Section 8. New Construction, Building Turnover, and Transition

1) Identify the information and documentation your firm would require from TFC and the construction team before assuming responsibility for a building such as BJB, GHWB, PKT and the two new buildings.

a)

2) Explain how your firm coordinates with general contractors, commissioning agents, and the building owner during the turnover of a new facility.

a)

3) How do existing buildings versus newly constructed buildings compare in terms of needs and services?

a)

4) What activities should occur during the first 30 days, the first 90 days, and the first year following contract award?

a)

Section 9. Staffing, Supervision, and Workforce Management

1) Describe the basis used to determine appropriate staffing levels.

2) What staffing benchmarks or industry standards are used to size building maintenance and custodial crews?

a)

3) Explain how qualified supervision is present during all hours that services are performed.

a)

4) What maintenance trades would your firm recommend having on site daily, and what trades or technical support would be available on call?

a)

5) How would your firm maintain and provide TFC with a current roster of employees and subcontractors assigned to the contract?

a)

6) How frequently would your firm's management meet with TFC representatives, and what matters would those meetings typically address?

a)

Section 9. CMMS, Work Orders, Reporting, and Customer

Communication

1) What CMMS platforms are typically used, and is it provided by the vendor or owner?

a)

2) Can your firm operate within TFC's existing work order system if required?

a)

3) If using vendor provided CMMS, how would TFC access work orders, dashboards, reports, asset data, and performance metrics in real time, and can the systems interface with or export data to systems maintained by TFC?

a)

4) Describe work order intake process, including how building occupants and TFC staff submit service requests and track the status of those requests.

a)

5) Explain how vendors communicate planned outages, service disruptions, and project work to building occupants and to TFC.

a)

6) How does TFC ensure it owns or has access to all asset, work order, inspection, and maintenance-history data during and at the end of the contract?

a)

7) Provide sample monthly reports.

Section 10. Quality Assurance and Performance Measurement

1) Describe a standard quality assurance program, including inspection methods, frequencies, and the personnel responsible for conducting inspections.

2) What key performance indicators are recommended for this type of contract, and how would each be measured?

a)

3) How do you track and report cost per square foot?

a)

4) Should maintenance and custodial services have separate KPIs or one combined performance score? Please explain.

a)

5) What performance standard would your firm consider acceptable for preventive maintenance completion?

a)

6) What performance standard would your firm consider acceptable for custodial inspection scores?

a)

7) Are financial incentives and deductions tied to performance results typical? Please describe your preferred structure.

a)

8) How much time should a contractor be given to correct performance deficiencies before financial deductions are applied?

a)

9) How can TFC ensure data accuracy and integrity in performance reporting?

a)

10) Provide a sample performance scorecard.

Section 11. Pricing and Commercial Model

1) What pricing model would your firm recommend for a contract of this type and portfolio size, such as a firm fixed fee, cost-plus, management fee, or hybrid structure?

a)

2) Identify the cost components your firm would include within a fixed annual fee, and the categories of work that would typically fall outside of it.

a)

3) What are the primary cost drivers in similar contracts?

a)

4) How are additional services and after-hours work typically priced?

a)

5) How does your firm typically handle annual price adjustments and labor or CPI escalation, and what index or methodology would your firm recommend?

6) Describe any cost-saving opportunities, operational efficiencies, or shared-savings arrangements proposed for a contract of this type.

a)

7) What contract term length or renewal options are typical?

a)

8) Describe contract exit or transition support at the end of the contract.

a)

Section 12. Security, Safety, Emergency Response, Risk, and

Compliance

1) How are keys, access cards, badges, alarm codes, and access to mechanical rooms and restricted areas controlled?

a)

2) What uniform and identification badge standards are typical for vendor staff working in TFC buildings?

a)

3) How are emergencies, including severe weather, utility outages, floods, fires, protests, public events, and building evacuations handled?

a)

4) How is coordination with TFC security, the Department of Public Safety, building management, construction teams, and other vendors handled?

a)

5) What are the typical insurance coverages and indemnification language for a contract of this scope.

a)

6) How are public information requirements handled?

a)

7) Identify the key risks TFC should consider for a contract of this type.

a)

Section 13. Additional Information

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