RFI_32110-45825.pdf

STATE OF TENNESSEE

Department of General Services

REQUEST FOR INFORMATION

FOR

Facilities Management Services

RFI # 32110-45825

July 15, 2025

1. STATEMENT OF PURPOSE:

The State of Tennessee, Department of General Services issues this Request for Information (“RFI”) for the purpose of identifying vendors who have the capacity and experience to provide outsourced facilities management services to the State. We appreciate your input and participation in this process.

2. BACKGROUND:

The State’s scope of outsourced Facilities Management services is currently defined to include, but not limited to operational facilities management services, remedial maintenance, operational preventative maintenance, facility inspections, and emergency facilities management services.

2.1. Operational FM services include, but may not be limited to:

a. Interior and exterior facility cleaning;

b. Landscape maintenance, grounds care, and parking lot maintenance;

c. Refuse removal;

d. Vermin and pest control;

e. Snow and ice removal;

f. Preventative and Remedial Maintenance, including repair of all systems and structures;

g. Supply of all facilities-related consumables;

h. Other services and goods as are otherwise required under any lease;

i. Disaster Recovery Planning, in conjunction with (and subordinate to) the State's emergency planning, cooperating with the State in implementing, and managing the State's disaster recovery plan including an emergency action plan (or equivalent) for each Facility as requested by the State;

j. Recycling in accordance with local, State, and federal requirements;

k. Providing un-armed security;

l. Furniture, fixture, and equipment maintenance and relocation repair;

m. Shipping and receiving/dock management;

n. Special events set up and coordination;

o. Move services;

p. Management of warehousing;

q. Facilities reception services;

r. Access control and key management; and

s. Parking lot maintenance and management.

t. Maintenance and renovations project management

2.2. Remedial Maintenance:

Promptly responding to and resolving maintenance issues, including emergencies, by using a 24/7 service system such as a CMMS system, tracking all requests, coordinating with service personnel, and keeping the State informed throughout the process.

3. COMMUNICATIONS:

3.1. Please submit your response to this RFI to:

Regan Baltasar Department of General Services, Central Procurement Office Tennessee Tower, 3rd Floor 312 Rosa L. Parks Ave., Nashville, TN 37243 615-532-6357

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

Regan Baltasar Department of General Services, Central Procurement Office Tennessee Tower, 3rd Floor 312 Rosa L. Parks Ave., Nashville, TN 37243 615-532-6357

3.3. Please reference RFI # 32110-45825 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 15, 2025

2. RFI Response Deadline

July 29, 2025

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.

6. INFORMATIONAL FORMS:

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

RFI #32110-45825

TECHNICAL INFORMATIONAL FORM

1. RESPONDENT LEGAL ENTITY NAME:

2. RESPONDENT CONTACT PERSON:

Name, Title:

Address:

Phone Number:

Email:

3. Please see Attachment A - Services Matrix. Please complete this form on your company’s knowledge and experience in providing the FMO services mentioned in the Background section for the types of facilities listed in Attachment A. Please be specific about abilities to cover the breadth of locations and the depth of services to provide these FMO services across the wide geography of the State of TN, and the variety facilities owned and operated by the State of TN.

4. Please answer the following questions:

• What is your experience managing facilities for public sector clients, particularly in Tennessee or similar jurisdictions?

• After completing the services matrix above, please describe at least two successful projects for each facility type you manage.

• How do you procure, vet, and manage third-party contractors for repair, maintenance, or emergency work?

• What technology platforms do you use for work order tracking, asset management, or performance reporting? Please describe these systems. How do users submit, track, and prioritize request?

• How do you track and report on KPIs such as service level adherence, response time, or customer satisfaction?

• What experience do you have with energy efficiency programs or sustainable facility operations?

• How do you recruit, train, and retain facility staff—especially in remote or difficult-to-service areas?

• Describe your approach to incident management and emergency response (e.g., natural disasters, medical emergencies, HVAC failures).

• What experience do you have managing or overseeing FM services for specialized facilities such as Mental Health hospitals, transportation facilities, laboratories, university facilities, etc, either directly or through subcontracting?

• How do you handle transitioning from an incumbent FM provider, especially in complex or legacy environments? What data do you require for a successful transition?

5. Provide a short narrative on the following:

As the State progresses toward an official solicitation, we would like to know, as specifically as possible, what information potential Respondents need from the State to be able to respond succinctly and accurately about their qualifications to provide these services. Please try to organize your requested information into categories. Example categories may include, but are not limited to, timeline/implementation, service level agreements, KPI’s, and geographic vendor presence. The State would also like to know if you have any feedback (questions, comments, concerns) in regard to the potential scope of services listed above (Section 2.1) and as stated in Attachment A Services Matrix.

COST INFORMATIONAL FORM

The State is seeking to understand how vendors typically organize their cost and fee structures for facility management services. Please provide detailed information on the following:

Describe your organization’s standard cost and fee structure for facility management contracts. Include details such as:

• Fixed vs. variable costs

• Labor rates per Sq. Ft. (standard and after-hours)

• Overhead or administrative fees

• Markups on subcontracted services or materials

Additionally, please describe the typical price ranges your organization charges for both routine services (e.g., janitorial, maintenance, groundskeeping) and specialized or on-demand services (e.g., emergency repairs, HVAC replacement, or services at secure or high-complexity sites).

Explain how your pricing model accommodates facilities of varying complexity and scope (e.g., daily operations vs. emergency response vs. specialty buildings).

Based on your industry experience, what type of cost structure would you recommend for a large-scale statewide facility management contract intended to be as simple and transparent as possible for both the vendor and the State?

Please share any innovative or alternative pricing approaches your organization has used successfully in similar government or large-scale contracts.

ADDITIONAL CONSIDERATIONS

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