RFP 2024-002 Consulting Services for APPA Level 3
| Agency: | University of Maine |
|---|---|
| State: | Maine |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Sep 15, 2023 |
| Due Date: | Oct 13, 2023 |
| Solicitation No: | 2024-002 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| bid # | due date | due time | commodity | attachments | addenda |
| 2024-002 | 13-Oct-2023 | 11:59 pm | RFP 2024-002 Consulting Services for APPA Level 3 | RFP 2024-002 Submission Form Package | No addenda file(s) available |
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Administered by University of Maine System
Office of Strategic Procurement
Request for Proposal (RFP)
Consulting Services for APPA Level 3
RFP #2024-002
Issued Date: September 15, 2023
Response Deadline Date/Time: October 13, 2023, 11:59 p.m.
EST
Response Submission Information:
Submitted electronically to UMSResponses@maine.edu
Email Subject Line – DH: APPA Level 3 - RFP#2024-002
Response Contact Information:
Strategic Sourcing Manager (SSM): Derek Houtman
Email: UMSResponses@maine.edu
Request for Proposal – APPA Level 3
Dated: September 15, 2023
Contents
1.0 INTRODUCTION ............................................................................................................................ 3
1.1 Definitions, Background, Purpose and Specifications .................................................. 3
1.2 General Information................................................................................................................. 6
1.3 General Submission Provisions ........................................................................................ 10
2.0 EVALUATION AND AWARD PROCESS................................................................................ 12
2.1 Evaluation Criteria ................................................................................................................. 12
2.2 Award ........................................................................................................................................ 13
2.3 Negotiations ............................................................................................................................ 13
2.4 Award Protest ......................................................................................................................... 13
3.0 RESPONSE FORMAT REQUIREMENTS ............................................................................... 15
3.1 General Format Instructions ............................................................................................... 15
3.2 Response Format Instructions ........................................................................................... 15
4.0 MASTER AGREEMENT ............................................................................................................. 17
University of Maine System RFP
Rev. 08/03/2022
Page 2 of 32
Request for Proposal – APPA Level 3
Dated: September 15, 2023
1.0 INTRODUCTION
1.1 Definitions, Background, Purpose and Specifications
1.1.1 Definitions
The University of Maine System will hereinafter be referred to as the "University."
Respondents to the document shall be referred to as "Respondent(s)” or
“Respondent”.
The Respondent to whom the Agreement is awarded shall be referred to as the
"Contractor."
The University of Maine System and other components of the University shall be
referred to as “Multi-Institution”.
1.1.2
Background
Overview
Established in 1968, the University of Maine System (UMS) unites six distinctive
public universities, comprising 10 campuses and numerous centers, in the
common purpose of providing quality higher education while delivering on its
traditional tripartite mission of teaching, research, and public service.
A comprehensive public institution of higher education, UMS serves more than
30,000 students annually and is supported by the efforts of more than 2,000 full-
time and part-time faculty, more than 3,000 regular full-time and part-time staff,
and a complement of part-time temporary (adjunct) faculty.
Reaching more than 500,000 people annually through educational and cultural
offerings, the University of Maine System also benefits from more than two-thirds
of its alumni population residing within the state; more than 123,000 individuals.
The System consists of six universities: The University of Maine (UMaine),
including its regional campus the University of Maine at Machias (UMM); the
University of Maine at Augusta (UMA); the University of Maine at Farmington
(UMF); the University of Maine at Fort Kent (UMFK), the University of Maine at
Presque Isle (UMPI); and the University of Southern Maine (USM). The System
also includes the University of Maine School of Law and the University of Maine
Graduate and Professional Center.
Campus thumbnails
University of Maine
The University of Maine, founded in Orono in 1865, is the state's land grant and
sea grant university. As the state’s only public research university, UMaine has a
statewide mission of teaching, research and economic development, and
community service. UMaine is among the most comprehensive higher education
institutions in the Northeast with nearly 100 majors and academic programs. It
attracts students from Maine and 49 other states, and more than 60 countries. It
currently enrolls more than 11,400 undergraduate and graduate students who can
directly participate in research, working with world-class scholars. UMaine offers
more than 100 degree programs through which students can earn graduate
certificates, master's, doctoral or professional science master's degrees. The
university promotes environmental stewardship, with substantial efforts campus
University of Maine System RFP
Rev. 08/03/2022
Page 3 of 32
Request for Proposal – APPA Level 3
Dated: September 15, 2023
wide aimed at conserving energy, recycling and adhering to green building
standards in new construction.
University of Maine at Machias
The University of Maine at Machias is a regional campus of the University of Maine.
With its environmental liberal arts core, distinctive baccalaureate programs and
student-centered community, UMM creates enriching educational opportunities
that prepare graduates for professional success and lifelong engagement. It offers
15 undergraduate degree programs that serve approximately 800 students. Small
class sizes and hands-on learning define the academic experience at Maine's
coastal university, where there is a shared commitment to exploration, leadership,
collaboration and interdisciplinary problem solving. UMM’s applied research and
community outreach contribute to the quality of life and economic development in
Down East Maine and beyond.
University of Maine Graduate and Professional Center
Located in Portland but serving students and employers statewide, the University
of Maine Graduate and Professional Center (the Maine Center) brings together
academic programs in law, business, and public policy to train the workforce of the
future and grow Maine’s economy. The Maine Center is an academic consortium
composed of the University of Maine School of Law, the University of Maine
Graduate School of Business, the graduate programs of the Muskie School of
Public Service, and the Cutler Institute of Health and Social Policy. This consortium
develops cross-disciplinary, experiential, and market-driven programming for
graduate students in the Maine Center’s three focus areas. The Maine Center also
delivers programming for members of Maine’s civic, business, and legal
communities, including executive education, certificates, workshops, externship
placements, and a startup incubator/accelerator. The Maine Center is supported
by a challenge grant from the Harold Alfond Foundation.
1.1.3
Purpose
The University of Maine System acting on behalf of the University of Maine is
seeking responses to provide consulting services to analyze existing maintenance
and operations structure and funding at the University of Maine and develop a plan
to achieve APPA level 3 services.
This document provides instructions for submitting responses, the procedure and
criteria by which the Respondent(s) will be selected, and the contractual terms
which will govern the relationship between the University and the awarded
Respondent(s).
Respondents should review 1.1.4 Specifications / Scope of Work of this
document to see the full Scope of Services/Products required.
The University is committed to providing increased access and opportunity to
diverse businesses include and not limited to: Lesbian, Gay, Bisexual and
Transgender Business Enterprise (LGBTQ+BE); Minority Business Enterprise
(MBE); Service-Disabled Veteran Business Enterprise (SDVBE); Small Business
Enterprise (SBE); veteran-owned; service-disabled veteran-owned; HUBZone;
small disadvantaged business; women-owned; minority-owned; Veteran Business
Enterprise (VBE); and Women’s Business Enterprise (WBE).
University of Maine System RFP
Rev. 08/03/2022
Page 4 of 32
Request for Proposal – APPA Level 3
Dated: September 15, 2023
1.1.4
Specifications / Scope of Work
Facilities Management review scope:
• Summary of the maintenance and renewal work that needs to be completed to
achieve APPA level 3 (based on Gordion and history but not a full building assessment
- this will be an estimate based on data with parameters around the assumptions),
o Recommend annual maintenance and renewal scope of work
o Review renewal and deferred maintenance backlog and as
identified by the Gordian Report and develop a multi-year
recommendation on how to complete the work.
• Assessment of the current organization and productivity
o Review and assess departmental organizational structure for
operational efficiency and service excellence.
o Review and assess departmental policies and procedures.
Assess customer satisfaction surveys.
Review and identify opportunities for improved service
level agreements.
o Assess opportunities for leveraging external expertise or
contracts based on location, in-house expertise, and
maintenance and renewal needs.
o Review the existing job classifications, employee skillsets,
training levels and requirements for FM staff.
o Identify potential opportunities to apply zone maintenance or
other best in class facilities project management concepts.
• Recommended organizational structure and staffing levels
• Provide a pathway to achieving APPA level 3 services for the following.
o Based on current available funding, recommend management
structure and staffing levels
o Based on achieving APPA level 3, provide gap analysis between
in-house staffing and service contracts required and current
staffing levels.
• Recommended allocation of annual maintenance and renewal dollars,
• Recommendation for any incremental staffing and or budget must include
specifics around how those resources will be utilized,
• Budget recommendations based on:
Preventative maintenance budget requirements.
Reactive maintenance budget needs.
Review regulatory compliance budget needs.
Recommend allocation of resources based on current
financial constraints
Recommend budget to achieve APPA level and
understanding of current gap if any.
• Transition/implementation plan.
• Recommend phased transition/implementation plan if we were to accept
recommendations made by the study.
• Analysis & Recommendations: Prepare a comprehensive report of
findings, recommendations, costs, and pathways for implementation as the
major deliverable of the study. Allow for initial campus review and comment
for inclusion in the final report deliverable. The University is open to any
suggestions and recommendations that the consultant may make based on
their knowledge and experience.
University of Maine System RFP
Rev. 08/03/2022
Page 5 of 32
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