Facilities Management Services - UPDATED

03-05-25 RFP
STATE OF TENNESSEE
DEPARTMENT OF GENERAL SERVICES
REQUEST FOR PROPOSALS
FOR
FACILITIES MANAGEMENT SERVICES
RFP # 32110-45825
RFP CONTENTS
SECTIONS:
1. INTRODUCTION
2. RFP SCHEDULE OF EVENTS
3. RESPONSE REQUIREMENTS
4. GENERAL CONTRACTING INFORMATION & REQUIREMENTS
5. EVALUATION & CONTRACT AWARD
ATTACHMENTS:
6.1. Response Statement of Certifications & Assurances
6.2. Technical Response & Evaluation Guide
* Section A(1): Mandatory Requirements Part 1
* Section A(2): Mandatory Requirements Part 2
* Section B: General Qualifications & Experience
* Section C: Technical Qualifications, Experience & Approach
* Section D: Qualitative Pricing Framework
* Section E: Oral Presentation
6.3. Cost Proposal & Scoring Guide
6.4. Reference Questionnaire

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6.5. Score Summary Matrix
6.6. Site Visit Agenda
6.7. Services Matrix
6.8. Pro Forma Contract
* Contract Attachment A: Attestation Form
* Contract Attachment B: Statewide Contract Report Template
* Contract Attachment C: Performance Standards
* Contract Attachment D: Performance Management
* Contract Attachment E: Transition Management
* Contract Attachment F: Relationship Management
* Contract Attachment G: Employee and Business Conduct
* Contract Attachment H: Template Data Standards
* Contract Attachment I: Model Participating Addendum
PA Exhibit 1: Participating Entity Budget and Pricing
o
PA Exhibit 2: Performance Management
o
PA Exhibit 3: Transition Acknowledgement Agreement
o
* Contract Attachment K: Payment Bond Template
* Contract Attachment L: APPA Service Levels

03-05-25 RFP
1. 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 RFP is to select one Contractor that can meet the State's need for Facilities
Management Services. It is the intent of the State to contract with a Respondent that can provide
comprehensive services and goods as specified within this RFP at the best overall value. This RFP
encompasses day-to-day operation and maintenance of facilities. These services include operational
facilities management, remedial maintenance, preventative maintenance programs, facility inspections,
facilities emergency management, and project management.
Participating Entities may utilize the contract through negotiated Participating Addendums with the
awarded Contractor.
The State's expectation is that this will be an initial five (5) year contract with the option to exercise four
(4) additional renewal options (first renewal option is a two-year term with the next three (3) options each
for a one-year term), for a total potential Contract Term of ten (10) years.
1.2. Scope of Service, Contract Period, & Required Terms and Conditions
The RFP Attachment 6.8., Pro Forma Contract details the State's requirements:
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 # 32110-45825
RFP # 32110-45825
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03-05-25 RFP
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:
Regan Baltasar
Department of General Services - Sourcing Account Specialist
312 Rosa L. Parks Ave - 3rd Floor
Nashville, TN 37243
(615) 532-6357
Regan.Baltasar@tn.gov
1.4.2.2. Notwithstanding the foregoing, Prospective Respondents may alternatively contact:
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
Central Procurement Office, Compliance
Tennessee Tower, 3rd Floor
312 Rosa L. Parks Ave - 3rd Floor
Nashville, TN 37243
(615) 741-3836
Helen.Crowley@tn.gov
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) through the Section A(1) Response Deadline (identified in RFP Section 2
RFP Schedule of Events). Following the Section A(1) response deadline, the State will convey all
official responses and communications related to this RFP only to Respondents who have passed
Section A(1).
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.
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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 6.8., Pro Forma Contract, and any amendments, for questions,
comments, defects, objections, or any other matter requiring clarification or correction (collectively
called "questions and comments").
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. MANDATORY 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 MANDATORY. A representative for the Respondent
MUST identify themselves either telephonically or via a sign-in sheet if the Respondent attends in person.
The conference will be held at:
Date/Time: March 16, 2026, at 1:30 PM Central Time.
Location: Teams Meeting
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/29062976058053?p=Suwd02nO0H4OkZrjQL
Meeting ID: 290 629 760 580 53
Passcode: 6Pw6Qx2k
MS Teams Need help? | MS Teams system reference
Dial in by phone
+1 629-209-4396,,138601455# United States, Triune
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Phone conference ID: 138 601 455#
Join on a video conferencing device
Tenant key: stateoftn@m.webex.com
Video ID: 118 087 006 4
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03-05-25 RFP
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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, 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.
1.9. Response Deadline
A Respondent must ensure that the State receives a response no later than the Response Deadline time
and date detailed in the RFP Section 2, Schedule of Events. The State will not accept late responses,
and a Respondent's failure to submit a response before the deadline will result in disqualification of the
response. It is the responsibility of the Respondent to ascertain any additional security requirements with
respect to packaging and delivery to the State of Tennessee. Respondents should be mindful of any
potential delays due to security screening procedures, weather, or other filing delays whether foreseeable
or unforeseeable.
1.10. Site Visits
The State will be conducting site visits at select State agencies and campuses. It is mandatory that each
Respondent fully attend and participate in these site visits in order to evaluate the agency/campus. More
information about these site visits can be found in RFP Attachment 6.6 Site Visit Agenda. Access to the
site(s) will only be granted to the Respondent on the following terms:
1.10.1. Respondents who meet all the requirements stated in Section A(1): Mandatory Requirements
Part 1. All Respondents will be notified by the State if they have met the requirements stated in
Section A(1): Mandatory Requirements Part 1.
1.10.2. Site-specific information relevant to these visits such as times, dates, and any other special
requirements will be provided by the Solicitation Coordinator in writing to all Respondents, prior to
the beginning of the visit, in accordance with RFP Attachment 6.6 Site Visit Agenda.
1.10.3. Each Respondent will be limited to no more than six (6) attendees at each site visit, unless
otherwise specified by the Solicitation Coordinator as outlined in Section 1.10.1. above.
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1.10.4. Signing In. The Respondent will be required to sign in at each of the sites visited. Each individual
representing the Respondent must bring proof of identity at the time of signing in at the relevant
site. By signing in, the Respondent agrees to adhere to this Section 1.10. and any subsections.
1.10.5. Photographs and Other Reproduction Media. The State reserves the right to prohibit
photographic and other media or electronic reproduction of any portions of the site(s). If the
Respondent wishes to obtain photographs of the site(s), it must first obtain permission from the
personnel supervising the site visit(s). The Respondent acknowledges that if this requirement is
breached, the supervising personnel may ask both the Respondent and its representatives to
immediately leave the site(s) and the State will have the option to reject any Response submitted
by that Respondent. If any photographs are taken, Respondent must ensure that no personnel,
students, inmates, etc. are included. Any photographs taken are solely for the use of the
Respondent, in relation to this RFP.
1.10.6. Safety Protocols. The Respondent must comply with any safety rules and regulations applicable
to the site(s) as directed by the State.
1.10.7. Waiver of Liability. The State shall have no liability related to these site visits. In no event will the
State be liable to the Respondent or any other party for any lost revenues, lost profits, loss of
business, decrease in the value of any securities or cash position, time, money, goodwill, or any
indirect, special, incidental, punitive, exemplary or consequential damages of any nature, whether
based on warranty, contract, statute, regulation, tort (including but not limited to negligence), or
any other legal theory that may arise as a result of or in connection with the site visit(s).
1.10.8. Indemnity for Site Visits. The Respondent agrees to indemnify and hold harmless the State of
Tennessee as well as its officers, agents, and employees from and against any and all claims,
liabilities, losses, and causes of action which may arise, accrue, or result to any person, firm,
corporation, or other entity which may be injured or damaged out of or in connection with the site
visits.
1.10.9. These will be joint site visits where all Respondents attend together and receive the same
information. Site visits may be required to break out into smaller groups. In this case, each
Respondent will have equal representation. Respondents will jointly attend both daily "kick-off"
and "wrap-up" meetings during each site visit. Respondents are encouraged to submit any
questions formally via email to the Solicitation Coordinator as questions regarding the solicitation
will not be answered during site visits. Any answers provided are not official unless answered in
writing as part of the Questions and Comments periods outlined in RFP Section 2. Schedule of
Events.
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2. RFP SCHEDULE OF EVENTS
2.1. The following RFP Schedule of Events represents the State's best estimate for this RFP.
TIME
EVENT DATE
(central time zone)
1. RFP Issued March 10, 2026
2. Disability Accommodation Request Deadline 2:00 p.m. March 13, 2026
3. MANDATORY Pre-response Conference 1:30 p.m. March 16, 2026
4. Notice of Intent to Respond Deadline 2:00 p.m. March 17, 2026
5. Written "Questions & Comments" Round #1 Deadline 2:00 p.m. March 20, 2026
6. State Response to Written "Questions & Comments"
April 2, 2026
Round #1
7. Section A(1) Response Deadline April 9, 2026
8. State Notification of Respondents Passing Section A(1) April 13, 2026
9. MANDATORY Site Visits #1 through #4 TBA April 20 - April 30, 2026
10. Written "Questions & Comments" Round #2 Deadline 2:00 p.m. May 7, 2026
11. State Response to Written "Questions & Comments"
May 20, 2026
Round #2
12. Response Deadline 2:00 p.m. May 27, 2026
13. State Completion of Technical Response Evaluations June 12, 2026
14. State Schedules Respondent Oral
June 16, 2026
Presentations/Interviews
15. Respondent Oral Presentations/Interviews June 22 - June 26, 2026
16. State Opening & Scoring of Cost Proposals June 29, 2026
17. State Notice of Intent to Award Released and
2:00 p.m. July 10, 2026
RFP Files Opened for Public Inspection
18. End of Protest Period July 24, 2026
19. Negotiations July 25 - Sept. 4, 2026
20. State sends contract to Contractor for signature Sept. 7, 2026
21. Contractor Signature Deadline 2:00 p.m. Sept. 10, 2026
2.2. The State reserves the right, at its sole discretion, to adjust the RFP Schedule of Events as it
deems necessary. Any adjustment of the Schedule of Events shall constitute an RFP amendment, and
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the State will communicate such to prospective Respondents from whom the State has received a Notice
of Intent to Respond (refer to section 1.8).
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3. RESPONSE REQUIREMENTS
3.1. Response Form
A response to this RFP must consist of two parts, a Technical Response and a Cost Proposal.
3.1.1. Technical Response. RFP Attachment 6.2., Technical Response & Evaluation Guide provides
the specific requirements for submitting a response. This guide includes mandatory requirement
items, general qualifications and experience items, and technical qualifications, experience, and
approach items all of which must be addressed with a written response and, in some instances,
additional documentation.
NOTICE: A technical response must not include any pricing or cost information.
If any pricing or cost information amounts of any type (even pricing relating to
other projects) is included in any part of the technical response, the state may
deem the response to be non-responsive and reject it.
3.1.1.1. A Respondent should duplicate and use the RFP Attachment 6.2., Technical Response
& Evaluation Guide to organize, reference, and draft the Technical Response by
duplicating the attachment, adding appropriate page numbers as required, and using
the guide as a table of contents covering the Technical Response.
3.1.1.2. A response should be economically prepared, with emphasis on completeness and
clarity. A response, as well as any reference material presented, must be written in
English and must be written on standard 8 12" x 11" pages (although oversize exhibits
are permissible) and use a 12 point font for text. All response pages must be
numbered.
3.1.1.3. All information and documentation included in a Technical Response should
correspond to or address a specific requirement detailed in the RFP Attachment 6.2.,
Technical Response & Evaluation Guide. All information must be incorporated into a
response to a specific requirement and clearly referenced. Any information not
meeting these criteria will be deemed extraneous and will not contribute to evaluations.
3.1.1.4. The State may determine a response to be non-responsive and reject it if:
a. the Respondent fails to organize and properly reference the Technical Response
as required by this RFP and the RFP Attachment 6.2., Technical Response &
Evaluation Guide; or
b. the Technical Response document does not appropriately respond to, address, or
meet all of the requirements and response items detailed in the RFP Attachment
6.2., Technical Response & Evaluation Guide.
3.1.2. Cost Proposal. A Cost Proposal must be recorded on an exact duplicate of the RFP Attachment
6.3., Cost Proposal & Scoring Guide.
NOTICE: If a Respondent fails to submit a cost proposal exactly as required, the
State may deem the response to be non-responsive and reject it.
3.1.2.1. A Respondent must only record the proposed cost exactly as required by the RFP
Attachment 6.3., Cost Proposal & Scoring Guide and must NOT record any other rates,
amounts, or information.
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