Equipment Maintenance Management Services

The State of Tennessee Department of General Services, Central Procurement Office is seeking a contractor for Equipment Maintenance Management Services (EMMS) through RFP #32110-30325. The contract aims to provide comprehensive maintenance and repair services for a wide range of equipment, including office, communications, facilities, mail processing, laboratory, medical, and electronic equipment for state agencies, local governments, higher education institutions, and qualified non-profit organizations. The successful vendor will be responsible for on-site equipment maintenance and repair services for 9 hours per day (8:00 AM to 5:00 PM CT), Monday through Friday, covering preventive maintenance, corrective repair, parts, labor, and travel. Evaluation criteria will include 50 points for technical qualifications/experience/approach, 40 points for cost, and 10 points for general qualifications and experience. Key dates include a pre-response conference on March 6, 2025, at 10:00 a.m. CT via Microsoft Teams, with written questions due by March 12, 2025, and proposal responses due by March 31, 2025. The anticipated contract award date is April 16, 2025, with a 36-month contract term beginning June 1, 2025, and potential for two 12-month renewals.

The contract is non-exclusive and open to a broad range of organizations, with no specific set-aside designations mentioned. The contractor must provide tiered minimum discounts for different equipment categories, with Tier 1 discounts covering at least 85% of equipment and Tier 2 discounts for riskier equipment up to 15%. A 1% administrative fee will be required, to be rebated back to the State quarterly. The contract includes stringent technical requirements, including SOC 2 Type 2 examinations, disaster recovery capabilities with 48-hour recovery objectives, and strict data security protocols. The estimated contract liability is $3.5 million, with historical spending increasing from $420,342 in 2020-2021 to $839,994 in 2023-2024, and an additional $504,061 from the University of Tennessee Health Sciences Center. The contract will cover equipment from manufacturers such as Perkin Elmer, Beckman Coulter, and Biorad Laboratories, though specific quantities are not guaranteed. Pricing must be provided in U.S. currency and remain valid for 120 days after submission.