TCSG_424A_FCA Request for Qualifications (fin.pdf

Georgia State Financing & Investment Commission

Request for Qualifications RFQ No. TCSG-424A-PS

(Step I)

And

Request for Interviews (Step II)

To Provide

Professional Services for

Project No. TCSG-424A Facility Condition Assessments

Technical College System of Georgia Colleges Statewide

TABLE OF CONTENTS

I. PROJECT FACT SHEET

II. RFQ OVERVIEW

1. GENERAL PROJECT INFORMATION

2. PROCUREMENT PROCESS

3. TERMS

III. REQUEST FOR QUALIFICATIONS (RFQ)

1. QUESTIONS

2. MINIMUM QUALIFICATIONS

3. EVALUATION CRITERIA

4. STATEMENT OF QUALIFICATIONS CONTENTS

5. SUBMITTAL OF STATEMENTS OF QUALIFICATIONS

6. FINALIST NOTIFICATION

IV. REQUEST FOR INTERVIEW (FROM QUALIFIED FINALIST)

1. QUESTIONS

2. PRE-PROPOSAL SITE VISIT

3. INTERVIEW INFORMATION

4. CRITERIA FOR THE EVALUATION OF FIRMS

5. FINAL SELECTION

V. EXHIBITS

1. Exhibit A – Facility Condition Assessment Program Guidelines

2. Exhibit B – Certification Form

3. Exhibit C – Contractor Affidavit Under O.C.G.A §13-10-91(b)(1)

4. Exhibit D – Disclosure Statement

I. PROJECT FACT SHEET

Design Professional Services RFQ No. TCSG-424A-PS

The following Schedule of Events represents the Owner’s best estimate of the schedule that will be followed.

All times indicated are prevailing times in Atlanta. The Owner reserves the right to adjust the schedule as the Owner deems necessary.

STEP I

Date Time Activity October 10th, 2025 --- RFQ/RFP issued

October 23rd., 2025 2:00 PM Deadline for written questions

November 11th., 2025 2:00 PM Statement of Qualifications Due

November 13th., 2025 TBD Evaluation of Qualifications

STEP II

November 13th., 2025 ---- Announcement of finalist firms

November 18th., 2025 10:00 AM Pre-Interview Meeting for finalist firms

November 20th., 2025 2:00 PM Deadline for written questions

December 3rd, 2025 TBD Owner interviews finalist firms

Jeff Lacks

Jeff.lacks@gsfic.ga.gov

(770) 550-3774

Upload one (1) electronic copy of the complete package in .pdf format onto the GSFIC / Egnyte ftp site by selecting this link: https://gsfic.egnyte.com/ul/pNZmp64ims and following the upload instructions provided below.

Click on the provided link above, when the page opens, enter name, email address, and company name, click “Continue.”

Drag and drop your file or click the “Browse” button to select a document from your computer. You should see an upload progress bar and when it gets to 100% the upload is complete.

SCHEDULE OF EVENTS

GSFIC POINT OF

CONTACT

EGNYTE UPLOAD

LINK

II. RFQ OVERVIEW

Design Professional Services

The Georgia State Financing and Investment Commission (GSFIC), as “Owner”, on behalf the Technical College of Georgia (“Using Agency” or ''TCSG''), is seeking firms interested in providing Design Professional Services for a project known as Project No. TCSG-424A Facility Condition Assessments - Statewide.

1. PROJECT SCOPE / PROGRAM OVERVIEW

The Technical College System of Georgia (TSCG), thru its Office of Capital Planning and Facilities, is seeking to implement Facility Condition Assessments (FCAs) and a Capital Asset Management System (CAMS) for its portfolio of statewide facilities overseen by 22 Colleges and Georgia Quick Start. The portfolio comprises approximately 590 facilities totaling approximately

13.63 million gross square feet (GSF).

This RFQ and agency contract award process is a solutions‐based solicitation; meaning that TCSG is seeking products or services that meet the general requirements of the scope of this RFQ and the TCSG FCA Guidelines (See Exhibit A) and are commonly desired or are required by law or industry standards. It is envisioned this selection process will result in the issuance of a one-year statewide Agency Contract with the potential for up to four renewals. Following the award of the Agency Contract, the Colleges will issue purchase orders for their colleges and facilities. They will then coordinate with the successful vendor for data collection, scheduling, on-site inspection, and final deliverables

It is expected that proposers will offer a wide array of products or services at lower prices and with better value than what they would ordinarily offer to a single college entity within the Technical College System of Georgia.

TCSG intends to partner with a firm capable of and regularly engaged in providing Facility Condition Assessments and Planning with Related Supplemental Services, including, but not to be limited to:

Base Services:

a) Facility Condition Assessment Services per the TCSG Facility Condition Assessment Guidelines.

b) Capital Planning Management Software Solution (CPMS) (The CPMS will be included in the FCA provider’s scope and a demonstration of the software component will be requested of the shortlisted finalist firms during the finalist interviews)

Related Supplemental Services:

a) Energy, utility, and emissions assessment and planning;

b) Site, safety, and code inspections;

c) Space utilization and planning;

d) Geographic information system (GIS) services;

e) Feasibility, sustainability, and lifecycle assessment;

f) Asset, capital, and deferred maintenance planning and asset classification;

g) Benchmarking services and quality assurance

h) Project management and coordination with facility owners;

i) Contract management and financial monitoring; and

j) Budget development, and program management services.

k) Other complimentary Capital Renewal Design Professional services.

FCA Guidelines The attached “Facility Condition Assessment Program Guidelines (Revision 250814)” (see Exhibit-A) document outlines the scope of work and deliverables for this project. These Guidelines are designed to be a resource for the Technical College System of Georgia (TCSG), its colleges, and Consultant to provide Facility Condition Assessment Services (FCAS) for state-owned buildings operated by TCSG Entities (“Colleges”). It is the goal of the Technical College System of Georgia to maintain facilities that are physically sound, highly functional, visually attractive and safe. To assist in maintaining this goal, TCSG recommends a Facility Condition Assessment (FCA) be conducted by a third-party Consultant, periodically, to identify imminent repairs and replacements so that action plans can be developed and availability of funds confirmed. Such Facility Condition Assessments (FCA) should be conducted on a five (5) year cycle or whenever deemed necessary.

Results of the FCA shall be documented in a Facility Condition Assessment Report (FCAR). The Facility Condition Assessment Report shall provide quantitative and qualitative data, benchmarks and metrics that determine the current physical condition and lifecycle of the facility, its building components and systems. The FCAR shall be a tool by which TCSG and its Colleges can effectively plan and execute capital renewal activities in the most efficient and cost-effective manner.

FCA Consultant:

The Facility Condition Assessment Services described in the attached Facility Conditions Assessment Program Guidelines shall be performed by a Consultant composed of a team of professionals (engineers, technicians, etc.) with credentials, experience, specialized skills and a high level of technical knowledge to visually inspect, evaluate and document the condition of the materials, building components, and systems of designated facilities.

FCA Oversight:

Unless otherwise stated herein, the processes, procedures and requirements for both the FCA and FCAR shall be in accordance with the guidelines, standards and practices as specified by the TCSG Office of Capital Planning and Facilities (OCPF).

Estimated Contract Value and Usage The estimated annual value of all transactions from contracts resulting from this RFP are anticipated to be USD$2.5M; therefore, TSCG has the expectation of benefiting from volume pricing. TCSG anticipates participation by all 22 member colleges; however, sales and sales volume from any resulting contract are not guaranteed.

Participating College Engagement and Administration Under the resulting Indefinite Delivery Indefinite Quantity (IDIQ) Agency Contract for Facility Condition Assessment (FCA) Services, participating Technical College System of Georgia (TCSG) institutions (“End Users”) may procure services directly through the issuance of individual Purchase Orders (POs) to the selected Provider. Each participating college shall be responsible for coordinating all aspects of the engagement, including scheduling of assessments, on-site logistics, and communication with the Provider. The Provider shall deliver all project reports and associated deliverables directly to the contracting college in accordance with the terms of the issued PO. Each End User shall review and accept deliverables, approve invoices, and remit payment for services rendered under its respective PO. No minimum or maximum number of POs or total dollar value is guaranteed under this IDIQ contract, and all transactions shall be governed by the terms and conditions of the master agreement.

Project Schedule:

The FCA services are anticipated to commence immediately upon contract execution. The FCA provider will be expected to submit a monthly report to the TCSG detailing progress and status for each college. All FCAs shall be completed no later than December 11, 2026, unless an extension is provided in writing by the Office of Capital Planning and Facilities.

2. PROCUREMENT PROCESS

Selection of the DP will be a multi-step process. GSFIC will generally follow the requirements of Georgia Code Title 50 Chapter 22 with respect to the selection of Professional Setvices for the proposed project.

Step I - Request for Qualifications The selection process starts with the Request for Qualifications (“RFQ”). Interested firms shall submit Statements of Qualifications. Firms meeting the Minimum Qualifications outlined in the RFQ will have their Statements of Qualifications reviewed by Selection Committee. The Selection Committee shall score each Statement of Qualifications to create a shortlist of the firms with the most appropriate qualifications for the Project (“Finalist Firms”).

Step II - Request for Interviews Finalist Firms will be invited for Interviews with the Selection Committee. The Selection Committee will score each firm based upon the information previously submitted in Step I and Interviews.

3. TERMS

All respondents to this RFQ are subject to instructions communicated in this document and additional terms and conditions contained herein.

Restriction of Communications From the issue date of this (RFQ) solicitation until a successful proposer is selected and the selection is announced, proposers are not allowed to communicate for any reason with any members of the Selection Committee, the Using Agency, the End-User, or the Architect, except for submission of questions as instructed in the RFQ, or during the proposer’s conference (if applicable), or as provided by any existing work agreement(s). For violation of this provision, the Owner reserves the right to reject the qualifications/proposal of the offending proposer.

Submittal Costs and Confidentiality All expenses for preparing and submitting responses are the sole cost of the party submitting the response.

The Owner is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the Owner. Labeling information provided in submittals “proprietary” or “confidential,” or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

Award Conditions This request is not an offer to contract or a solicitation of bids. This request and any proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon GSFIC and does not obligate GSFIC to procure or contract for any services. Neither GSFIC nor any party submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by GSFIC and a party containing such terms and conditions as are negotiated between those parties. The Owner reserves the right to waive non-compliance with any requirements of this RFQ I and to reject any or all Statements of Qualifications or Proposals submitted in response. Upon receipt and review of responses, the Owner will determine the party(s) and proposal that in the sole judgment of the Owner is in the best interest of the Owner (if any is so determined), with respect to the evaluation criteria stated herein. The Owner then intends to conduct negotiations with such party(s) to determine if a mutually acceptable contract may be reached and in the course of doing so may use ideas expressed in any proposal.

Evaluation of Submittals and Qualifications Evaluation of Statements of Qualifications, Proposals, Interviews will be conducted by a Selection Committee consisting of various project stakeholders. Based upon the predetermined rating criteria contained in the RFQ, the committee will assign a composite rating to each firm. Proposers understand and accept that by responding to this solicitation they are willingly participating in a process that consists to some degree of subjectivity on the part of selection committee members in determining the firm(s) capable of providing the best overall solution.

Reciprocal Preference Law For the purposes of evaluation only, a proposer that resides in the State of Georgia will be granted the same preference over proposers that reside in another State in the same manner, on the same basis, and to the same extent that preference is granted in awarding bids for the same goods or services by such other State to proposers that reside therein. For the purposes of this law, the definition of a resident proposer is one who maintains a place of business with at least one employee inside the State of Georgia. A P.O. Box address will not satisfy this requirement.

Small and Minority Business Enterprise It is the policy of the state of Georgia that minority-owned business enterprises (MBE), woman-owned business enterprises (WBE) and small business enterprises (SBE), have a fair and equal opportunity to participate in the state purchasing process. Therefore, the Owner encourages all MBE, WBE and SBE to compete for contracts to provide goods, services, and construction, and encourages contractors to solicit MBE, WBE and SBE in procuring subcontractors and suppliers. This desire on the part of the Owner is not intended to restrict or limit competitive bidding or to increase the cost of the work. The Owner supports a healthy free market system that seeks to include responsible businesses and provides ample opportunity for business growth and development.

Contractors and subcontractors who utilize qualified minority subcontractors may qualify for a Georgia state income tax credits for qualified payments made to minority subcontractors. In accordance with O.C.G.A.

48-7-38, when computing taxable net income of a Georgia based corporation, partnership, or individual, there shall be subtracted from federal taxable income or federal adjusted gross income 10 percent of the amount of qualified payments to certified minority subcontractors for state-agency-related construction projects. For more information on filing only, contact the Georgia Department of Revenue at 404-417-2399.

A company cannot receive an MBE Certification with the state of Georgia government without first receiving the DBE certification. To obtain information on the DBE/MBE Certification contact:

Georgia Department of Transportation One Georgia Center

600 West Peachtree NW Atlanta, Georgia 30308 404-631-1990

DOAS Supplier Relations 200 Piedmont Avenue, S.E.

Suite 1308, West Tower Atlanta, Georgia 30334-9010 404-657-6000

Statement of Agreement With submission of a proposal, the Proposer agrees that he/she has carefully examined the Request for Proposal, and the Proposer agrees that it is the Proposer’s responsibility to request clarification on any issue(s) in any section of the Request for Proposal with which the Proposer disagrees or needs clarified.

The Proposer also understands that failure to mention these items in the proposal will be interpreted to mean that the Proposer is in full agreement with the terms, conditions, specifications and requirements in the therein. With submission of a proposal, the Proposer hereby certifies: (a) that this proposal is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or corporation; (b) that Proposer has not directly or indirectly included or solicited any other Proposer to put in a false or insincere proposal;

(c) that Proposer has not solicited or induced any person, firm, or corporation to refrain from sending a proposal.

Debarred, Suspended or Ineligible Firms Contracts will not be executed and bids or proposals will not be solicited or considered from debarred, suspended or ineligible persons or firms during the period of debarment. The list of debarred, suspended or ineligible firms can be located on the Georgia State Financing and Investment Commission’s website at http://www.gsfic.georgia.gov. Once on the website, select the “Doing Business with GSFIC” tab, then select “Procurement Services,” then click on the “Debarred, Suspended or Ineligible Entities” tab for access to the list of those firms currently considered debarred, suspended or ineligible to compete, contract or subcontract for work on projects administered by the Georgia State Financing and Investment Commission.

III REQUEST FOR QUALIFICATIONS

Step I – Request for Qualifications. All firms interested in performing DP Services shall submit a Statement of Qualifications in accordance with the terms below.

1. QUESTIONS

The deadline for submission of questions relating to the RFQ is the time and date shown in the Schedule of Events shown above. All relevant and significant questions that have been submitted in writing prior to the deadline will be compiled, and answers will be posted to the project information on the Georgia Procurement Registry at http://ssl.doas.state.ga.us/PRSapp/ . Questions from Design Professionals about any aspect of the RFI, or the project, shall be submitted in writing (e-mail is preferable) to the Point of Contact on the Project Fact Sheet.

2. MINIMUM QUALIFICATIONS

Firms must meet the following Minimum Qualifications in order to have their Statement of Qualifications reviewed and scored by the Selection Committee.

The firm or its principals are not currently ineligible, debarred, suspended, or otherwise excluded from bidding or contracting by any state or federal agency, department, or authority.

The firm or its principals have not been terminated for cause or be currently in default on any public works contract.

Firms must be registered to do business in the State of Georgia with the Georgia Secretary of State.

3. EVALUATION CRITERIA

The Selection Committee will evaluate the Statements of Qualifications which have met the above minimum qualifications according to the Criteria for the evaluation are listed below:

25% - Stability

Stability of the firm, including the firm’s corporate history, growth, resources, form of ownership, litigation history, financials, etc.

45% - Project Experience and Team Qualifications

Firm’s relevant experience and qualifications performing FCA’s with multi-facility Higher Education or K-12 systems or other portfolios comparable in complexity, size, and function to the one contemplated hereby. This also includes the relevant experience of proposed project team members. Previous Performance including level of quality of the services provided to previous customers, customer’s statements of the quality, the ability to meet established time requirements, control of project schedule, quality, and budget. Evaluators may also consider personal or agency past experience with firms or team members.

30% - Approach & Suitability

Suitability to provide requested services, including apparent fit to the project type and/or needs of the Owner, proposed project approach, proposed timeline, any unique qualifications, any techniques and/or methodologies offered by the firm that may be particularly suitable for this project type. Current and projected workloads as well as the proximity of proposed office and team members to campus locations.

4. STATEMENTS OF QUALIFICATIONS CONTENTS

Statements of Qualifications shall include the following information and required forms.

REQUIRED CONTENTS FOR ALL STATEMENTS OF QUALIFICATIONS

A BASIC INFORMATION AND MINIMUM QUALIFICATIONS

A-1 Provide basic company information of the Firm:

a. State company name, address, name of primary contact, telephone number and e-mail address. (If the firm has multiple offices, the qualification statement shall include information about the parent company and branch office separately.)

b. Identify the office from which the project will be managed and its proximity to the project site (“Project Managing Office or PMO”).

c. Indicate the year the Project Managing Office was established and the number of people staffing that office and their disciplines.

d. Provide form of ownership (LLC, Corporation, Partnership, etc.), including state of residency of incorporation, and the year the company was established.

e. Provide general information about the firm's personnel resources, including disciplines and numbers and classifications of employees, and locations and staffing of offices.

f. List the firm’s annual revenues for the parent office and the local office separately (if applicable) for the past 5 years.

A-2 Describe your experience with ANY litigation with Owners and/or Contractors. State basis of litigation (nonpayment, breach of contract, etc).

A-3 State whether the firm, or a member thereof, has ever been removed from a contract or failed to complete a contract as assigned? If so, provide explanation.

A-4 The firm, in order to be deemed eligible for evaluation, must provide supporting documentation asserting that the firm meets the minimum qualifications required for this project:

a. Provide the name of insurance carrier, types and levels of coverage, and deductible amounts per claim.

b. Firm has all the necessary, valid, and current license to do business in the State of Georgia as issued by the respective State Boards and Government Agencies responsible for regulating and licensing the services to be provided and performed. Provide copies of relevant licenses.

(i.e., Registered Architect, Professional Engineer, Etc.)

A-5 Complete the Certification Form (Exhibit “B” enclosed with the RFQ) and provide a notarized original with response as section “A-5” of the firm’s Statement of Qualifications.

A-6 Complete and submit a “CONTRACTOR AFFIDAVIT UNDER O.C.G.A. § 13-10-91(b)(1)” (Exhibit “C”) with response as Section “A-6” of the firm’s Statement of Qualifications. Failure to submit this form with Statement of Qualifications will result in the firm being eliminated from consideration for this project

A-7 Complete and submit the “Disclosure Statement” (Exhibit “D”) with response as Section “A7” of the firm’s Statement of Qualifications.

B EXPERIENCE AND QUALIFICATIONS

B-1 Describe your proposed team and include an organizational chart of the team indicating proposed team members and their roles on the team, the percentage of time the individual will be committed to this project. Identify the primary point of contact.

Designate the specific individuals who will fill key roles on the team.

Provide a resume for each of the proposed team members highlighting relevant project experience.

B-2 Provide information of the firm’s experience on projects of similar type, size, function, and complexity:

Describe no more than seven (7) and no less than three (3) projects, in order of most relevant to least relevant, which demonstrate the firm's capabilities to perform the project at hand, including experience with capital planning management software solutions. (If a project listed was performed by an employee that previously worked at another firm, please indicate as such.)

For each project, the following information should be provided:

a. Project name, location, year completed and project photograph(s) (only if available).

b. Brief description of project including physical description including project, square footage of facilities, structural, equipment and systems or other unique components assessments were performed on.

c. Describe similarities of the completed project to the advertised project.

d. Describe the services performed by your firm and (if multiple offices) the location of the office involved.

e. Respective Owner’s stated satisfaction in construction and service of your firm. Provide any Owner-written letters of reference/recommendation about the firm’s performance on the project.

f. Owner/User contact information.

C PROJECT APPROACH

C-1 Provide a statement of your definition of your firm’s proposed overall role in the FCA project, your anticipated level of management responsibility and accountability for project concerns.

Describe your process for efficiently resolving issues and maintaining the project commitments while working collaboratively with the Using Agency and others as applicable, without compromising your team commitments. Describe your proposed methods and plans of communication.

C-2 Provide an overview of your methodology/approach to provide services consistent with TCSG FCA Guidelines, including site visits, data collections, analysis, and presentations findings.

C-3 Provide your proposed timeline covering the scope of FCAs, and a work plan for the project.

Each milestone must include steps describing the tasks to be done.

C-4 Provide a detailed description of your proposed Capital Planning Management System (CPMS), including software capabilities, data collection and analysis methods, hosted (SaaS) environment, licensing model, and reporting functionality. The CPMS must support flexible, configurable reporting and enable management of project data at the building, campus, college, and system levels.

D PROJECT SUITABILITY

D-1

Provide any information that may serve to differentiate the firm from other firms in suitability for the project. Suitability may include, but is not limited to, the size and resources of the firm as related to the size and complexity on the Project, any special or unique qualifications for the project and any techniques or methodologies offered by the firm that may be particularly suitable for this project type. List current and projected workloads with expected completion dates.

D-2 Indicate the office locations of project team members that will be involved in managing the assessments.

5. SUBMITTAL OF STATEMENTS OF QUALIFICATIONS

Firms shall submit/upload one (1) electronic copy in .pdf format of the complete qualifications package to a GSFIC ftp site. Submittals must be prepared in a manner that when printed would typically fit on standard (8 ½” x 11”) paper. (The entire response shall not exceed 50 pages. Licenses and forms do not count against the page count). Submittals that include qualifications of more than one firm shall not exceed the page limits. Emphasis should be on completeness, relevance, and clarity of content. To expedite the review of submittals, it is essential that respondents follow the format and instructions outlined below:

Submit one (1) electronic copy of the complete package in .pdf format onto the GSFIC / Egnyte ftp site.

Uploaded responses (file names) must reference the RFQ No., the firm’s name, and the word

“QUALIFICATIONS.

The entire submittal should be submitted as ONE (1) file. Please do not submit individual documents or sections separately.

(File Name Example: RFQ No.-PS, ABC Company, Qualifications)

Upload Instructions:

Upload one (1) electronic copy of the complete package in .pdf format onto the GSFIC / Egnyte ftp site by selecting the link listed on the Project Fact Sheet and following the upload instructions provided below.

Click on the provided link above, when the page opens, enter name, email address, and company name, click “Continue.”

Drag and drop your file or click the “Browse” button to select a document from your computer. You should see an upload progress bar and when it gets to 100% the upload is complete.

Proposers are reminded that failure to comply with the following could result in your submission being deemed non-responsive. Non-responsive submittals will not be considered by the selection committee:

The total page count of the submittal must not exceed 50 pages (licenses and forms do not count against the page count).

No links to external electronic documents are permitted.

Be sure to include the following completed exhibits in your submission. (Forms located at the end of this document):

o Exhibit B – Certification Form o Exhibit C – Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l) o Exhibit D – Disclosure Statement

Statements of Qualifications must be electronically received by the Owner prior to the deadline indicated in the Schedule of Events (located on Project Fact Sheet).

Printed copies will not be accepted.

Firms are encouraged to verify with GSFIC that their submittal was received and should do so on the date they are due. Contact the point of contact on the Project Fact Sheet, or the main GSFIC procurement number 404-463-5600, for assistance or confirmation that the file was received.

(Experience with the ftp site indicates that uploads do not always receive the confirmation statement that the file was “successfully uploaded.” Typically, for files ranging in size from 5 – 10 Mb, it should not take more than one or two minutes to complete the upload.)

6. FINALIST NOTIFICATION

Once the Selection Committee has completed the evaluation of the Statements of Qualifications, a list of the finalist firms will be posted on the Georgia Procurement Registry.

End of Section

IV. REQUEST FOR INTERVIEW

(From Finalists Firms)

All firms selected (“Finalist Firms”) during the RFQ Process are invited to interview with the Selection Committee in accordance with the following terms.

1. QUESTIONS

The deadline for submission of questions relating to the RFI is the time and date shown in the Schedule of Events shown above. Questions from Finalist Firms about any aspect of the RFQ, or the project, shall be submitted via e-mail to the Contact on the Project Fact Sheet. All relevant and significant questions that have been submitted in writing prior to the deadline will be compiled, and answers will be provided to all Finalist Firms.

2. PRE-INTERVIEW CONFERENCE

A pre-proposal conference may be conducted by the Owner and, if so, attendance of finalist firms will be mandatory. The date for the conference is tentatively listed above. The conference details will be communicated in the Notice to Finalists. The Owner reserves the right to disqualify a proposer from the selection process due to a failure by a proposer to arrive for the site visit by the scheduled time. Failure to attend a mandatory site visit will automatically result in disqualification from the selection process.

4. INTERVIEW INFORMATION

Firms selected to participate in interviews shall be notified by the Notice to Finalists letter issued by the Procurement Representative. The Notice to Finalist letter shall designate a place and time for the interview session and shall contain relevant information regarding the interviews/presentations and site visit.

The intent of the formal interview process is to provide the Selection Committee with in-depth information about the firm to make a final selection of the best-suited firm for the Project. Firms are discouraged from reviewing general company history and experience previously submitted in Statements of Qualifications unless this information is particularly relevant to the presentation. All key personnel should be present at the interview.

The interview sessions will last a total of 70 minutes. The format for the interview will be as follows:

a) Introductions & Project Approach & Demonstration (45 minutes) This portion of the interview is reserved for introductions and presentation time. Firms may use visual aids such as PowerPoint to assist with their presentation. Firms have the flexibility to approach the presentation in a manner of their choosing. Presentations by shortlisted firms shall include an overview of the following:

Overview of methodology in conformance with TCSG Guidelines, including site visits, data collection, analysis, and presentation of findings.

Overview of project schedule including site inspections, team makeup, and scheduling of site visits.

Overview and demonstration of Capital Planning Management software solution.

b) Questions and Answers – (25 minutes)

Twenty-five minutes of the interview time will be reserved for questions from the Selection Committee to help the Selection Committee gain additional insight into the strengths of the teams being proposed and to clarify any information presented in the Interview.

5. CRITERIA FOR THE EVALUATION OF FIRMS:

The Selection Committee will evaluate the firms based upon Qualifications and Interviews according to the Criteria for the evaluation listed below:

35% Team Qualifications & Experience:

Qualifications and Experience of the proposed team members on completed projects of similar size, type, and complexity. The team’s ability to meet established schedule requirements and response to project needs during the FCA process, control of project schedule, quality, and budget. The Selection Committee may use references from stakeholders from previous projects of the finalists, as well as information submitted in Step I of this selection process.

40% Project Approach & Deliverables:

Team’s Project Approach/ methodology to presented - including, but not limited to, schedule, budget, quality control, and the availability of the proposed team for this project. Capabilities of the proposed Capital Planning Management Software solution.

25% Overall Impression:

Committee’s Overall Impression of the firm(s) and its team members. The firms’ ability to effectively answer project questions and provide solutions during the interview.

6. FINAL SELECTION

Upon completion of the evaluation and interview process by the Selection Committee, the firms will be ranked in descending order of recommendation. Negotiations will then be initiated with the highest ranked firm to finalize the terms and conditions of the contract. In the event a satisfactory fee agreement cannot be reached with the highest-ranking firm, the Owner will formally terminate the negotiations in writing and enter into negotiations in turn with the second highest ranking firm and so on until a mutual agreement is established and the Owner awards a contract.

End of Section

(Exhibit A)

THE TECHNICAL COLLEGE SYSTEM OF GEORGIA

FACILITY CONDITION ASSESSMENT PROGRAM GUIDELINES

(Beginning on the next page)

Office of Capital Planning and Facilities

Facility Condition Assessment Program Guidelines August 14, 2025 (Revision 250814)

I. Program Overview A. FCA Guidelines B. FCA Consultant:

C. FCA Oversight:

II. Program Objectives and Requirements A. Program Requirements and Methods

III. Roles and Responsibilities A. Technical College System of Georgia (TCSG) B. College Administrators and Facilities Managers C. FCA Consultant D. Procurement of FCA Consultant

IV. Scope of Work A. General Requirements B. FCA Scope Development C. Team Requirements D. Site Visit and Inspection E. Data Collection and Analysis F. Corrective Actions and Metrics

V. Deliverables A. Facility Condition Assessment Report (FCAR) B. Capital Renewal Plan C. Data Structure and Hierarchy D. Data Submittals

VI. Exclusions and Additional Services A. Exclusions and Clarifications B. Additional Services (per college request)

VII. Terminology, Definitions, Classifications A. Expense Classifications B. Current Replacement Value C. Facility Condition Index (FCI):

D. Priority Classifications:

E. Facility Class F. Life Cycle Analysis

VIII. APPENDICES

Appendix A: ASTM UNIFORMAT II Classification Elements Appendix B: TCSG Data Submission Specifications Appendix C: Glossary of Terms Appendix D: Uniformat – BLLIP Update Crosswalk Appendix E: TCSG BLLIP Inventory by College and County Appendix F: TCSG Service Delivery Area Map

I. PROGRAM OVERVIEW

A. FCA Guidelines

These Guidelines are designed to be a resource for the Technical College System of Georgia (TCSG), its colleges, and Consultant to provide Facility Condition Assessment Services (FCAS) for state-owned buildings operated by TCSG Entities (“Colleges”). It is the goal of TCSG to maintain facilities that are physically sound, highly functional, visually attractive and safe. To assist in maintaining this goal, TCSG recommends a Facility Condition Assessment (FCA) be conducted by a third-party Consultant, periodically, to identify imminent repairs and replacements so that action plans can be developed and availability of funds confirmed. Such Facility Condition Assessments (FCA) should be conducted on a five (5) year cycle or whenever deemed necessary.

Results of the FCA shall be documented in a Facility Condition Assessment Report (FCAR). The Facility Condition Assessment Report shall provide quantitative and qualitative data, benchmarks and metrics that determine the current physical condition and lifecycle of the facility, its building components and systems. The FCAR shall be a tool by which TCSG and its Colleges can effectively plan and execute capital renewal activities in the most efficient and cost-effective manner.

B. FCA Consultant:

The Facility Condition Assessment Services described herein shall be performed by a Consultant composed of a team of professionals (engineers, technicians, etc.)

with credentials, experience, specialized skills and a high level of technical knowledge to visually inspect, evaluate and document the condition of the materials, building components, and systems of designated facilities.

C. FCA Oversight:

Unless otherwise stated herein, the processes, procedures and requirements for both the FCA and FCAR shall be in accordance with the guidelines, standards and practices as specified by the TCSG Office of Capital Planning and Facilities

(OCPF).

II. PROGRAM OBJECTIVES AND REQUIREMENTS

A. Program Requirements and Methods

1. FCA Minimum Requirements: The goal of the Facility Condition Assessment program at TCSG is to evaluate and document the physical condition and lifecycle of state-owned properties and facilities, providing essential data for efficient planning and management of capital funding, maintenance, and operations.

2. The FCA will generally be performed in accordance with the requirements of the ASTM Standard E2018-24: Standard Guide for Property Condition Assessments.

3. The program objectives include:

a) Provide an inspection of all facilities identifying physical and functional deficiencies based on ASTM Uniformat II Classification of Building Elements (E1557-97)

b) Identify maintenance projects (“Deficiencies”) for the individual properties and facilities required to return the asset to functionality or to a minimum standard condition in order to preserve asset value.

c) Develop metrics for performance measures, e.g, Facilities Condition Index (FCI)

d) Define capital renewal and replacement projects to reduce deferred maintenance backlog.

e) Eliminate conditions that are either potentially damaging to property or present safety hazards.

f) Identify energy conservation and sustainability measures (optional).

g) Inventory accessibility and disabled persons requirement (optional).

h) Prioritize capital renewal funding needs over a ten-year period.

i) Collect data from inspections and document the results.

j) Develop life-cycle cost models, cost estimates, and schedules to correct deficiencies and for capital renewal.

III. ROLES AND RESPONSIBILITIES

A. Technical College System of Georgia (TCSG)

The Technical College System of Georgia (TCSG) System Office plays a pivotal role in the Facility Condition Assessment (FCA) program. Its responsibilities include:

1. Program Oversight and Coordination: The System Office develops standards and guidelines to ensure that the FCA program is implemented consistently across all colleges, providing guidance and support to ensure adherence to standards and protocols.

2. Data Management and Analysis: It collects, manages, and analyzes data from the assessments to inform strategic planning and decision-making. This includes maintaining a centralized database of facility conditions and lifecycle information.

3. Funding and Resource Allocation: The System Office oversees the allocation of funds for MRR and capital improvements based on the capital renewal needs across the system, ensuring that resources are used efficiently and effectively.

4. Training and Support: The System Office provides training and resources to FCA Consultants and college staff, ensuring they have the necessary skills and knowledge to conduct thorough and accurate assessments

B. College Administrators and Facilities Managers College Administrators and Facilities Managers play vital roles in the Facility Condition Assessment (FCA) program, ensuring its successful implementation and integration with the college's overall facilities management strategy. Their responsibilities include:

1. Coordination and Oversight: College Administrators and Facilities Managers coordinate with FCA Consultants to schedule assessments, ensure access to facilities, and provide necessary documentation. They oversee the assessment process to ensure it aligns with the college's goals and standards.

2. Data Integration and Management: They are responsible for integrating FCA data into the college's Enterprise Asset Management (EAM) or Computerized Maintenance Management Systems (CMMS). This integration allows for seamless tracking of maintenance needs, lifecycle management, and strategic planning

3. Decision-Making and Planning: Using the data collected from FCAs, Facilities Managers and Administrators make informed decisions about maintenance priorities, budget allocations, and capital improvement projects.

This data-driven approach helps optimize resource allocation and ensures that critical maintenance needs are addressed promptly

4. Communication and Reporting: They communicate the findings of the FCA to stakeholders, including college leadership and funding bodies. This involves preparing reports that highlight key issues, recommended actions, and associated costs, ensuring transparency and informed decision-making.

C. FCA Consultant The Facility Condition Assessment (FCA) Consultants play a critical role in the success of the FCA program. Their responsibilities include:

1. Conducting Assessments: FCA Consultants perform thorough on-site inspections of facilities, evaluating the condition of building systems and components. This includes structural, mechanical, electrical, plumbing, and other essential systems.

2. Data Collection and Analysis: They collect detailed data on the physical condition and lifecycle of facilities, using standardized methods and tools to ensure consistency and accuracy. This data is then analyzed to identify deficiencies, estimate remaining useful life, and prioritize maintenance needs.

3. Reporting: FCA Consultants prepare comprehensive assessment reports that include an executive summary, detailed findings, photographic documentation, and recommendations for maintenance and repairs. These reports are crucial for informed decision-making and strategic planning.

4. Compliance with Guidelines: They ensure that all assessments are conducted in accordance with the guidelines and standards set by the Technical College System of Georgia (TCSG). This includes adhering to safety protocols and quality control measures.

5. Communication and Coordination: FCA Consultants work closely with TCSG, facility managers, and other stakeholders to coordinate assessment activities, share findings, and provide expert advice on facility management and maintenance strategies.

D. Procurement of FCA Consultant

1. TCSG may establish an Agency Contract for Facility Condition Assessment

Services through an approved RFQ procurement process (DOAS) or a Qualifications-Based Selection process (GSFIC) for Professional Services.

Following these processes, TCSG may identify one or more FCAS provider(s) for use by the Colleges for their FCA needs.

2. In the absence of such an Agency Contract, Colleges may direct-select a FCAS provider up to the allowable procurement limits approved by TCSG Purchasing Office. Selected FCAS providers must comply with these FCAS guidelines in all respects.

3. Upon execution of a contract or PO, a mandatory meeting shall be held with the OCPF Staff, the College, and Consultant, prior to the commencement of the Work to review and acknowledge the Scope of Services and schedule.

IV. SCOPE OF WORK

A. General Requirements

1. The Facility Condition Assessment (FCA) shall be comprehensive, thorough, and accurate. It shall be based on observations (non-destructive) and evaluations of all visible facility components and systems of the designated privatized facilities.

2. Consultant will provide qualified and experienced assessment team(s) to complete comprehensive FCAs for selected in-scope facilities.

3. FCA shall adhere to industry standards such as ASTM E 2018-24, Uniformat II, and BOMA

4. Consultant shall travel to the Institution’s campus to interview facility staff, review documents and gather information, in order to conduct the required inspections, evaluations and analyses of the designated facilities.

5. Unless otherwise noted, the FCA shall be inclusive of the entire facility.

6. Identify specific substandard maintenance and operations practices, areas of neglect, construction defects, equipment failures, damages, etc.

7. Consultant shall provide asset cost data, with TCSG’s preference being RSMeans. Consultant shall disclose nature and source of any asset cost data used during the process.

8. Capital Asset Management Software (CAMS) The Consultant shall provide a scalable, web-based capital asset planning and management software product that will enable TCSG Colleges and System Office to manage information about facility assets and will provide tools for evaluating capital needs and creating capital projects, plans, and multi-year budgets and populate the information collected through the FCA services into the software.

9. Value-Added Supplemental Services Consultant must be able to demonstrate experience in providing ongoing capital planning support through the delivery of professional consulting services that can be provided on an “as, if, and when” requested basis or through the provision of an ongoing capital planning program. Consultant must have dedicated resources to deliver this support and must be able to provide examples.

B. FCA Scope Development College should work with OCPF staff and college stakeholders to develop FCA scope prior to engaging an FCA Consultant. Scope statement should include:

1. Type of FCA: Modeled, Comprehensive, or Update.

2. A list of buildings to be included in the FCA including BLLIP#, building name, location/campus, year constructed/renovated, and gross square footage

(GSF).

3. Building Assets (components or systems) to be included in the FCA by Uniformat Classification (Appendix A). Colleges can refer to prior FCA’s to develop an asset listing.

4. Any additional services to be included. Examples include:

a) Asset inventory or tagging

b) Identify energy conservation and sustainability opportunities

c) Life Safety or ADA compliance

d) Space inventory or utilization metrics

C. Team Requirements

1. The Consultant will determine the overall make-up and number of resources for their facility assessment team or teams; however, TCSG requires that the Consultant:

a) Designate a single, dedicated Project Manager who has overall responsibility for all Assessments

b) Designate dedicated Team Leads for each Facility Assessment Team who has overall responsibility for the FCA(s) provided by the Team and reports to the Project Manager

c) Ensure each Facility Assessment Team has an adequate number and type of discipline expertise (i.e., architectural, mechanical, electrical, etc.) appropriate for the facility or site and systems being assessed

d) Ensure that all other resources provided by the Vendor are properly trained, qualified (holding all appropriate professional designations), and experienced to conduct Facility Condition Assessments

2. The Project Manager will act as the Consultant’s overall lead. This person will direct and coordinate the project and ensure the completion of all activities related to the FCAs. This role will require an individual with considerable expertise and experience in delivering the requested services.

3. All resources on a Facility Assessment Team(s) will be qualified technical personnel. These staff will be capable of effectively interpreting existing facility.

D. Site Visit and Inspection The Consultant will visually inspect all the assets in the project's scope to assess the remaining lifecycle of major asset systems listed in specification section of this bid and identify deferred maintenance requirements. Requirements are conditional, operational and system replacement needs, all relating to the system lifecycle.

Each requirement must be individually classified by priority, requirement category (cause of issue), asset system, inspector, and cost, thereby allowing for multiple queries and data analyses.

E. Data Collection and Analysis

1. The Consultant shall with the college’s facility and maintenance managers via email and teleconferencing to gather essential information for assessment teams. Consultant shall host an information repository crucial for the project's progress.

2. The FCA Consultant will request baseline asset data and other informative documentation, including:

a) An inventory of buildings and assets to be included in the FCA.

b) Basic asset information (name, location/address, asset number, use/occupancy, dates of initial construction and…