Equipment Maintenance Management Services

Agency:	State Government of Tennessee
State:	Tennessee
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 561210 - Facilities Support Services 811219 - Other Electronic and Precision Equipment Repair and Maintenance 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Posted Date:	Feb 26, 2025
Due Date:	Mar 31, 2025
Solicitation No:	RFP 32110-03030
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10-31-24 RFP

STATE OF TENNESSEE

DEPARTMENT OF GENERAL SERVICES

CENTRAL PROCUREMENT OFFICE

REQUEST FOR PROPOSALS

FOR

Equipment Maintenance Management Services

RFP # 32110-30325

RFP CONTENTS

SECTIONS:

INTRODUCTION

RFP SCHEDULE OF EVENTS

RESPONSE REQUIREMENTS

GENERAL CONTRACTING INFORMATION & REQUIREMENTS

EVALUATION & CONTRACT AWARD

ATTACHMENTS:

6.1. Response Statement of Certifications & Assurances

6.2. Technical Response & Evaluation Guide

6.3. Cost Proposal & Scoring Guide

6.4. Reference Questionnaire

6.5. Score Summary Matrix

6.6. Pro Forma Contract

6.7. State of TN Equipment Category Listing

10-31-24 RFP

INTRODUCTION

The State of Tennessee, Department of General Services, Central Procurement Office, hereinafter

referred to as “the State,” issues this Request for Proposals (RFP) to define minimum contract

requirements; solicit responses; detail response requirements; and, outline the State’s process for

evaluating responses and selecting a contractor to provide the needed goods or services.

Through this RFP, the State seeks to procure necessary goods or services at the most favorable,

competitive prices and to give ALL qualified respondents, including those that are owned by minorities,

women, service-disabled veterans, persons with disabilities and small business enterprises, an

opportunity to do business with the state as contractors, subcontractors or suppliers.

1.1. Statement of Procurement Purpose

The purpose of this Request for Proposal (RFP) is to establish a contract for Equipment Maintenance

Management Services (EMMS) with a Contractor who has documented experience and expertise

providing reduced costs for equipment maintenance and equipment repair while maintaining quality of

service and minimizing the downtime of the covered equipment. These services shall include a review of

the Authorized User’s current maintenance contracts related to equipment maintenance and repair. This

RFP encompasses the services that are needed for Equipment Maintenance Management.

The Equipment Maintenance Management Services program seeks to provide maintenance coverage on

various types of Authorized User’s equipment, electrical or mechanical in nature, ranging from simple

office equipment to complex medical and laboratory equipment located throughout the State of

Tennessee. Typically, this coverage is provided through various maintenance agreements often entered

into independently by State agencies. The resulting contract from this RFP should consolidate these

individual maintenance agreements, creating one point of contact for the agency to maintain and repair

multiple pieces of equipment. The successful Respondent is expected to market the Equipment

Maintenance Management Services program to all State agencies.

1.1.2. The current statewide contract consolidates agencies’ existing equipment maintenance agreements into

one easily administered plan that provided savings for all types of General Office, Laboratory/Medical,

and Information Technology (IT) equipment.

The current statewide contract is not mandatory for State agencies. Below is a summary of spend. Note

all quantities and estimates provided in this solicitation are for informational purposes only and do not

constitute any guaranteed spend or purchases.

Agency Spend History

Contract Year:

State Spend:

June 1, 2020 – May 31, 2021

$420,342.26

June 1, 2021 – May 31, 2022

$457,881.67

June 1, 2022 – May 31, 2023

$573,239.75

June 1, 2023 – May 31, 2024

$839,994.89

Local Government Bodies and qualified non-profit agencies: The University of Tennessee Health

Sciences Center reported spend of $504,061 from 02/19/2020 to 03/14/2024.In hopes of providing further

data, the State has provided a list of equipment that is currently covered under the contract; this list is

included in the solicitation as RFP Attachment 6.7. State of TN Equipment Category Listing. This list is

provided for informational purposes only and should not be construed as guaranteed quantities or spend.

The State does not guarantee that each piece of equipment is being used and active with each

department

1.2. Scope of Service, Contract Period, & Required Terms and Conditions

The RFP Attachment 6.6., Pro Forma Contract details the State’s requirements:

RFP# 32110-30325

10-31-24 RFP

▪ Scope of Services and Deliverables (Section A);

▪ Contract Period (Section B);

▪ Payment Terms (Section C);

▪ Standard Terms and Conditions (Section D); and,

▪ Special Terms and Conditions (Section E).

The pro forma contract substantially represents the contract document that the successful Respondent

must sign.

1.3. Nondiscrimination

No person shall be excluded from participation in, be denied benefits of, or be otherwise subjected to

discrimination in the performance of a Contract pursuant to this RFP or in the employment practices of the

Contractor on the grounds of handicap or disability, age, race, creed, color, religion, sex, national origin,

or any other classification protected by federal, Tennessee state constitutional, or statutory law. The

Contractor pursuant to this RFP shall, upon request, show proof of such nondiscrimination and shall post

in conspicuous places, available to all employees and applicants, notices of nondiscrimination.

1.4. RFP Communications

1.4.1. The State has assigned the following RFP identification number that must be referenced in all

communications regarding this RFP:

RFP # 32110-30325

1.4.2. Unauthorized contact about this RFP with employees or officials of the State of Tennessee

except as detailed below may result in disqualification from consideration under this

procurement process.

1.4.2.1. Prospective Respondents must direct communications concerning this RFP to the

following person designated as the Solicitation Coordinator:

Taylor Dozier

Department of General Services, CPO

312 Rosa L. Parks Avenue, 3rd Floor Tennessee Tower

Nashville, TN 37243 - 1102

615.532.0400

Taylor.Dozier@tn.gov

1.4.2.2. Notwithstanding the foregoing, Prospective Respondents may alternatively contact:

a. staff of the Governor’s Office of Diversity Business Enterprise for assistance

available to minority-owned, woman-owned, service-disabled veteran-owned,

businesses owned by persons with disabilities, and small businesses as well as

general, public information relating to this RFP (visit

https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-

/governor-s-office-of-diversity-business-enterprise--godbe--/godbe-general-

contacts.html for contact information); and

b. the following individual designated by the State to coordinate compliance with the

nondiscrimination requirements of the State of Tennessee, Title VI of the Civil

Rights Act of 1964, the Americans with Disabilities Act of 1990, and associated

federal regulations:

Helen Crowley

RFP# 32110-30325

10-31-24 RFP

Department of General Services, CPO

312 Rosa L Parks Avenue, 3rd Floor Tennessee Tower

Nashville, TN 37243-1102

615-741-1035

Helen.Crowley@tn.go

1.4.3. Only the State’s official, written responses and communications with Respondents are binding

with regard to this RFP. Oral communications between a State official and one or more

Respondents are unofficial and non-binding.

1.4.4. Potential Respondents must ensure that the State receives all written questions and comments,

including questions and requests for clarification, no later than the Written Questions &

Comments Deadline detailed in the RFP Section 2, Schedule of Events.

1.4.5.

Respondents must assume the risk of the method of dispatching any communication or response

to the State. The State assumes no responsibility for delays or delivery failures resulting from the

Respondent’s method of dispatch. Actual or digital “postmarking” of a communication or

response to the State by a specified deadline is not a substitute for the State’s actual receipt of a

communication or response. It is encouraged for Respondents to submit bids digitally.

1.4.6. The State will convey all official responses and communications related to this RFP to the

prospective Respondents from whom the State has received a Notice of Intent to Respond (refer

to RFP Section 1.8.).

1.4.7.

The State reserves the right to determine, at its sole discretion, the method of conveying official,

written responses and communications related to this RFP. Such written communications may

be transmitted by mail, hand-delivery, facsimile, electronic mail, Internet posting, or any other

means deemed reasonable by the State. For internet posting, please refer to the following

website: https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-

/supplier-information/request-for-proposals--rfp--opportunities1.html.

1.4.8. The State reserves the right to determine, at its sole discretion, the appropriateness and

adequacy of responses to written comments, questions, and requests related to this RFP. The

State’s official, written responses will constitute an amendment of this RFP.

1.4.9.

Any data or factual information provided by the State (in this RFP, an RFP amendment or any

other communication relating to this RFP) is for informational purposes only. The State will make

reasonable efforts to ensure the accuracy of such data or information, however it is the

Respondent’s obligation to independently verify any data or information provided by the State.

The State expressly disclaims the accuracy or adequacy of any information or data that it

provides to prospective Respondents.

1.5. Assistance to Respondents With a Handicap or Disability

Prospective Respondents with a handicap or disability may receive accommodation relating to the

communication of this RFP and participating in the RFP process. Prospective Respondents may contact

the Solicitation Coordinator to request such reasonable accommodation no later than the Disability

Accommodation Request Deadline detailed in the RFP Section 2, Schedule of Events.

1.6. Respondent Required Review & Waiver of Objections

1.6.1.

Each prospective Respondent must carefully review this RFP, including but not limited to,

attachments, the RFP Attachment 6.6., Pro Forma Contract, and any amendments, for questions,

comments, defects, objections, or any other matter requiring clarification or correction (collectively

called “questions and comments”).

RFP# 32110-30325

10-31-24 RFP

1.6.2. Any prospective Respondent having questions and comments concerning this RFP must provide

them in writing to the State no later than the Written Questions & Comments Deadline detailed in

the RFP Section 2, Schedule of Events.

1.6.3. Protests based on any objection to the RFP shall be considered waived and invalid if the

objection has not been brought to the attention of the State, in writing, by the Written Questions &

Comments Deadline.

1.7. Pre-Response Conference

A Pre-response Conference will be held at the time and date detailed in the RFP Section 2, Schedule of

Events. Pre-response Conference attendance is not mandatory, and prospective Respondents may be

limited to a maximum number of attendees depending upon overall attendance and space limitations.

The conference will be held at:

March 6, 2025 from 10:00 a.m. to 11:00 a.m. CT

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The purpose of the conference is to discuss the RFP scope of goods or services. The State will entertain

questions, however prospective Respondents must understand that the State’s oral response to any

question at the Pre-response Conference shall be unofficial and non-binding. Prospective Respondents

must submit all questions, comments, or other concerns regarding the RFP in writing prior to the Written

Questions & Comments Deadline date detailed in the RFP Section 2, Schedule of Events. The State will

send the official response to these questions and comments to prospective Respondents from whom the

State has received a Notice of Intent to respond as indicated in RFP Section 1.8. and on the date detailed

in the RFP Section 2, Schedule of Events.

1.8. Notice of Intent to Respond

Before the Notice of Intent to Respond Deadline detailed in the RFP Section 2, Schedule of Events,

prospective Respondents should submit to the Solicitation Coordinator a Notice of Intent to Respond (in

the form of a simple e-mail or other written communication). Such notice should include the following

information:

▪ the business or individual’s name (as appropriate);

▪ a contact person’s name and title; and

▪ the contact person’s mailing address, telephone number, facsimile number, and e-mail address.

A Notice of Intent to Respond creates no obligation and is not a prerequisite for submitting a

response, however, it is necessary to ensure receipt of any RFP amendments or other notices and

communications relating to this RFP.

RFP# 32110-30325

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Document ID & Hyperlink:	RFP 32110-03030 Evaluation Model Specifications
Event Start - Response Due:	02/26/2025 03/31/25
Event Name:	Equipment Maintenance Management Services
Last Updated:

Equipment Maintenance Management Services

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