RFI_32101-07212025-SR.pdf

11-20-13 RFI

RFI 32101-07212025-SR 1

STATE OF TENNESSEE

DEPARTMENT OF GENERAL SERVICES

REQUEST FOR INFORMATION

FOR

HOUSING AND DINING SERVICES

RFI # 32101-07212025-SR

July 21, 2025

1. STATEMENT OF PURPOSE:

The State of Tennessee, Department of General Services issues this Request for Information (“RFI”) for the purpose of Housing and Dining Services. We appreciate your input and participation in this process.

2. BACKGROUND:

The State has broken ground on a comprehensive training academy campus for public safety officials across Tennessee. This campus will operate much like a small college campus while providing on-site professional training with flexible classroom and housing and dining facility options. The increased collaboration and information sharing across agencies will be a critical advantage for future safety organizations and resources. Additional information about State demand is outlined in the requirements below. The total area of the housing and dining buildings is 162,777 square feet. Please refer to Attachment A for an excerpt of campus facility layout.

Please refer to Attachment B for information about service levels and floor use.

The State is seeking information about housing and dining services that can be provided at the campus. The State has identified the following requirements:

2.1. General Housing Requirements: The campus will include approximately 100 hotel-based rooms and approximately 200 dorm-based rooms.

a. The Contractor shall order and supply room necessities, including but not limited to towels, hand towels, pillows, pillowcases, comforters, sheets, soap for bathrooms, and toilet paper.

b. The Contractor shall cleaning and sanitize kitchen. (dusting, vacuuming, mopping, surfaces, etc.)

c. The Contractor shall clean and sanitize seating area. (wipe down tables, vacuuming, mopping, dusting, etc.)

d. The Contractor shall clean rooms: in-service rooms after check out; cadet rooms on weekends and when classes end (includes: clean/sanitize bathrooms, dusting, RFI 32101-07212025-SR 2 vacuuming, mopping, change sheets, change towels, wipe down surfaces, take out trash)

e. The Contractor shall clean and sanitize common bathrooms.

f. The Contractor shall clean and sanitize cadet laundry rooms. (take out trash, wipe down surfaces, etc.)

g. The Contractor shall clean common areas and walkways. (take out trash, vacuuming, mopping, dusting, windows, etc.)

h. The Contractor shall perform laundry services for sheets, towels, etc. (there aren’t laundry services on site to handle these)

i. The Contractor shall provide all necessary equipment to carry out these duties, including, but not limited to mops, vacuums, cleaning supplies,etc.

j. The Contractor shall provide and program room key cards for cadet room access

k. The Contractor shall manage housing assignments specific to each agency, roommate matching, and change requests, ensuring optimal occupancy and addressing cadet needs and preferences.

l. The Contractor shall utilize systems to enable scheduling, reporting, and tracking of maintenance requests and work orders.

2.2. Dining Requirements

a. The Contractor shall provide Point of Sale for food services for multiple payment methods and types of transactions, including meal credits, direct purchases, and refunds.

b. The Contractor shall order kitchen items, including, but not limited to food ingredients, utensils, plates, bowls, cups, cooking needs (pots, pans, etc).

c. The Contractor shall provide food services daily and provide meals during graduations and other special events designated by the State. The Contractor shall provide box lunches upon request.

d. The Contractor shall develop and follow a standardized menu program to be approved in writing by the State

e. The Contractor shall order and prepare all food items for each meal. Food items shall include all menu items, beverages, and appropriate condiments.

f. The Contractor shall follow all federal and Tennessee food standards when providing services, including food quality, sanitation, and the placement of any required signage to meet the standards dictated by the United States Department of Agriculture, Food and Drug Administration, National Fisheries Service, National Sanitation Foundation, and the Tennessee Department of Health.

g. The Contractor shall comply with all applicable laws and rules regarding food preparation, service, and cleaning in dining areas for every meal.

h. The Contractor shall provide meals according to the following schedule:

• Three meals a day that will accommodate both flexible, individual and rigid class-based scheduling.

i. The Contractor shall keep foods at an appropriate and safe internal temperature.

j. The State shall provide all major equipment needed for dining service.

k. The Contractor shall provide management staff and line staff.

l. The Contractor shall provide maintenance and cleanup.

m. The Contractor shall manage necessary digital signage to deliver dining services.

2.3. General Requirements

a. The Contractor shall provide employees for food services, gift shop, kitchen and dining area, and front desk reception.

b. The Contractor shall manage Point of Sale for gift shop.

RFI 32101-07212025-SR 3

c. The Contractor shall order items for gift shop including sundries, apparel, branded merchandise, etc.

d. The Contractor shall maintain assigned office space. (dusting, vacuuming, mopping, cleaning surfaces)

e. The Contractor shall have programs in place to ensure quality assurance for both housing and dining.

f. The Contractor shall provide comprehensive reporting and analytics on services provided. Examples include transaction volumes, inventory metrics, meal credit usage, revenue metrics, occupancy, maintenance activities, and customer satisfaction metrics.

3. COMMUNICATIONS:

3.1. Please submit your response to this RFI to:

Stephanie Reedy, Procurement Team Lead Department of General Services 312 Rosa L Parks Ave. 22nd floor, Nashville, TN 37243 615-708-9382 Stephanie.Reedy@tn.gov

3.2. Please feel free to contact the Department of General Services with any questions regarding this RFI. The main point of contact will be:

Stephanie Reedy, Procurement Team Lead Department of General Services 312 Rosa L Parks Ave. 22nd floor, Nashville, TN 37243 615-708-9382 Stephanie.Reedy@tn.gov

3.3. Please reference RFI # 32101-07212025-SR with all communications to this RFI.

4. RFI SCHEDULE OF EVENTS:

EVENT

TIME

(Central Time Zone)

DATE

(all dates are State business days)

1. RFI Issued July 21, 2025

2. Written Questions and Comments Deadline 2:00 p.m. July 28, 2025

3. State Response to Written Questions and Comments August 1, 2025

4. RFI Response Deadline 2:00 p.m. August 8, 2025 mailto:Stephanie.Reedy@tn.gov mailto:Stephanie.Reedy@tn.gov

RFI 32101-07212025-SR 4

5. GENERAL INFORMATION:

5.1. Please note that responding to this RFI is not a prerequisite for responding to any future solicitations related to this project and a response to this RFI will not create any contract rights. Responses to this RFI will become property of the State.

5.2. The information gathered during this RFI is part of an ongoing procurement. In order to prevent an unfair advantage among potential respondents, the RFI responses will not be available until after the completion of evaluation of any responses, proposals, or bids resulting from a Request for Qualifications, Request for Proposals, Invitation to Bid or other procurement method. In the event that the state chooses not to go further in the procurement process and responses are never evaluated, the responses to the procurement including the responses to the RFI, will be considered confidential by the State.

5.3. The State will not pay for any costs associated with responding to this RFI.

5.4. The State may request Oral Presentations or Demonstrations from RFI respondents.

5.5. Responses should be prepared, with emphasis on completeness and clarity, and should NOT exceed fifteen (15) pages in length. Responses, as well as any reference material presented, must be written in English, and must be written on standard 8 ½” x 11” pages and all text must be at least a 12-point font. All pages must be numbered.

6. INFORMATIONAL FORMS:

The State is requesting the following information from all interested parties. Please fill out the following forms:

RFI #32101-07212025-SR

TECHNICAL INFORMATIONAL FORM

1. RESPONDENT LEGAL ENTITY NAME:

2. RESPONDENT CONTACT PERSON:

Name, Title:

Address:

Phone Number:

Email:

3. Is it possible to cover all housing and dining services under one contract? Do you offer services for all of the requirements or only a portion of them? Which services are you able to provide?

RFI 32101-07212025-SR 5

4. Describe your experience and ability to comprehensively manage all aspects of housing and dining services within the campus, integrating with existing systems and maintaining high standards of service delivery.

5. Describe your ability to facilitate connectivity with a campus IT infrastructure (including badging system, digital signage, and event management system) for system management, updates, and data security measures.

6. Describe your typical process for menu creation. How many options would you include? What oversight do your clients typically have?

7. Describe different options for meal scheduling based on campus size and occupancy. What schedule would you recommend for this campus?

8. Describe your process for providing daily meals, box lunches, and accommodating special events.

9. Describe your staffing requirements to fill the requirements listed in this RFI.

10. Describe how a background check requirement for personnel may impact operations and/or cost.

11. What additional information do you need from the State to be able to respond succinctly and accurately about your qualifications to provide these services?

COST INFORMATIONAL FORM

1. Describe what pricing units you typically utilize for similar services or goods (e.g., per hour, each, etc.:

2. Describe the typical price range for similar services or goods

3. How do you handle procurement for kitchen utensils handled? (For example, do you purchase on behalf of clients and request reimbursement? Is the cost included in a management fee?)

ADDITIONAL CONSIDERATIONS

1. Please provide input on alternative approaches or additional things to consider that might benefit the State:

BA01507

Typewritten Text

ATTACHMENT A

ATTACHMENT B

Overview:

There are four primary agencies that will utilize this campus to train. Each agency will have their own assigned floor, and the information about their classes and cleaning needs are below. Most agencies will share their class schedules a year in advance, but there will be specialized type classes that aren’t scheduled that far out. Cleaning needs are identified as equivalents to APPA Custodial Guidelines, as defined by the service levels below.

APPA 1 – Orderly Spotlessness:

• Floors and base molding shine and/or are bright and clean; colors are fresh. There is no buildup in corners or along walls.

• All vertical and horizontal surfaces have a freshly cleaned or polished appearance and have no accumulation of dust, dirt, marks, streaks, smudges or fingerprints. Lights all work and fixtures are clean.

• Washroom, shower, toilet fixtures, and tile gleam and are odor-free. Supplies are adequate.

• Trash containers hold only daily waste, are clean and odor free.

APPA 2 – Ordinary Tidiness:

• Floors and base molding shine and/or are bright and clean. There is no buildup in corners or along walls, but there can be up to two days’ worth of dirt, dust, stains or streaks.

• All vertical and horizontal surfaces are clean, but marks, dust, smudges and fingerprints are noticeable upon close observation. Lights all work and fixtures are clean.

APPA 3 – Casual Inattention:

• Floors are swept or vacuumed clean, but upon close observation, there can be stains. A buildup of dirt and/or floor finish in corners and along walls can be seen.

• There are dull spots and/or matted carpet in walking lanes. Base molding is dull and dingy with streaks or splashes.

• All vertical and horizontal surfaces have obvious dust, dirt, marks, smudges and fingerprints. Lights all work and fixtures are clean.

For the dorm space:

Agency A: they have two diƯerent types of classes, and the classes will often overlap. The first type of classes is 17 weeks long. The second type of classes is 11 weeks long. Exact number of classes per year can vary depending on staƯing needs and funding, but there is typically at least four per year. Men and women are housed separately. Room assignments are switched midway through the programs.

Cleaning requirements once per week (likely on weekends or between classes): APPA 2

Cleaning requirements after room assignment change: APPA 1

Cleaning requirements after check-out before next class begins (likely weekends): APPA 1

Agency B: they have a 12-week training program that consists of approximately 140 trainees.

Classes run back-to-back, with graduation ceremony on a Friday and a new class starting on a Monday, and there are four classes held each year. Men and women are housed separately.

Cleaning requirements once per week (likely on weekends or between classes): APPA 2

Agency C: they have a 6-week training program for two diƯerent types of trainees/job descriptions.

The frequency of classes per year varies depending on staƯing needs and funding. Men and women are housed separately.

Cleaning requirements once per week (likely on weekends or between classes): APPA 2

Agency D: they have an annual, 16-week academy typically holding between 15-30 participants, but this number fluctuates. Men and women are housed separately.

Cleaning requirements once per week (likely on weekends or between classes): APPA 2

For the hotel space:

Agency A: all commissioned staƯ are required to attend annual in-service training. There are also specialized training sessions that occur on campus.

Cleaning requirements after check-out: APPA 1

Agency B: there are specialized training sessions held on campus, and the numbers will fluctuate based on instructor availability, funding, and agency needs.

Cleaning requirements after check-out: APPA 1

Agency C: there will be various types of specialized training held on campus, and the numbers will fluctuate based on instructor availability, funding, and agency needs.

Cleaning requirements after check-out: APPA 1

Agency D: they host around 5,000 individuals annually for various specialized training programs.

Cleaning requirements after check-out: APPA 1

There will be other agencies that utilize this hotel space, and their needs are currently unknown.

Turnover rates are currently unknown but expected to be frequent.

Miscellaneous/Other

Any vacant rooms, whether dorm or hotel, will be maintained at APPA 1.

Hallways between rooms: APPA 2

Kitchen: APPA 1 between dining hours and during as needed

Dining room: APPA 1 between dining hours and during as needed

OƯice space: APPA 2

Trainee laundry rooms: APPA 2

Reception area: APPA 2

Stairwells: APPA 3