Facilities Management Services - UPDATED

The State of Tennessee, Department of General Services, Central Procurement Office is issuing Request for Proposals (RFP #32110-45825) for comprehensive facilities management services to serve state agencies, local governments, and higher education institutions across Tennessee, including Davidson County. The procurement seeks a single contractor to manage day-to-day facility operations and maintenance for 769 properties totaling approximately 20.4 million square feet, encompassing offices, laboratories, healthcare facilities, educational institutions, and specialized facilities. The scope of services includes janitorial and custodial operations, landscape and grounds maintenance, preventative and remedial maintenance, facility inspections, emergency management, equipment and asset management, project management, and call center services. Participating entities include the Department of General Services (weighted at 40%), Tennessee State University (30%), Tennessee Wildlife Resources Agency (10%), Department of Transportation (10%), and Department of Disability & Aging (10%). Respondents must demonstrate financial stability through current credit ratings, maintain a 24/7 call center, achieve a minimum 60% response rate on the Services Matrix, and provide evidence of managing multi-site portfolios encompassing at least five different facility types across a minimum of ten million square feet for five consecutive years. The evaluation will award points based on general qualifications (10 points), technical qualifications and approach (50 points), oral presentation (10 points), and cost proposal (30 points) for a maximum of 100 points. Key deadlines include a mandatory pre-response conference on March 16, 2026, written questions deadline of March 20, 2026, Section A(1) responses due April 9, 2026, mandatory site visits April 20-30, 2026, final response deadline of May 27, 2026, technical evaluations completed by June 12, 2026, oral presentations June 22-26, 2026, cost proposal opening June 29, 2026, Notice of Intent to Award on July 10, 2026, contract negotiations through September 4, 2026, and contract signature deadline of September 10, 2026.

The RFP documents do not specify set-aside designations or restrictions limiting responses to particular entity types, disadvantaged enterprises, or minority-owned businesses; any organization meeting the qualifications can respond. No incumbent vendors or current contractors are identified in the available materials. The State estimates total purchases under the contract at one billion five hundred million dollars ($1,500,000,000), though no minimum purchase guarantee is provided. The contract structure includes an initial sixty-month term with four optional renewal periods (one twenty-four-month option and three twelve-month options) for a maximum total contract term of 120 months. Compensation is structured through individual Operations Budgets for each Participating Entity that include management fees, labor costs with burden rates, supplies and materials, and call center and computerized maintenance management system (CMMS) fees, with the contractor's management fee 50% at-risk subject to performance against Key Performance Indicators and Service Level Agreements. The contractor must pass through all subcontractor expenses without markups and maintain comprehensive insurance coverage including commercial general liability of two million dollars, cyber liability of three to five million dollars, crime insurance of one million dollars, and automobile liability of one million dollars.