Facilities Management Services - UPDATED

Agency:	State Government of Tennessee
State:	Tennessee
Type of Government:	State & Local
NAICS Category:	561210 - Facilities Support Services
Posted Date:	Apr 2, 2026
Due Date:	May 27, 2026
Solicitation No:	RFP 32110-45825
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03-05-25 RFP

STATE OF TENNESSEE

DEPARTMENT OF GENERAL SERVICES

REQUEST FOR PROPOSALS

FOR

FACILITIES MANAGEMENT SERVICES

RFP # 32110-45825

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

• 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

03-05-25 RFP

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

o PA Exhibit 1: Participating Entity Budget and Pricing

o PA Exhibit 2: Performance Management

o PA Exhibit 3: Transition Acknowledgement Agreement

• Contract Attachment K: Payment Bond Template

• Contract Attachment L: APPA Service Levels

03-05-25 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 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

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.

RFP # 32110-45825

03-05-25 RFP

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:

Location:

March 16, 2026, at 1:30 PM Central Time.

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RFP # 32110-45825

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

Document ID & Hyperlink:	RFP 32110-45825 Amendment 1 Attachment 6.3 Attachment 6.7 Attachment 6.8 Attachment 6.9
Event Start - Response Due:	03/10/2026 05/27/2026
Event Name:	Facilities Management Services - UPDATED
Last Updated:	04/02/2026

Facilities Management Services - UPDATED

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