Statewide Facility Conditions Assessments

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
NAICS Category:	541330 - Engineering Services
Posted Date:	Jan 5, 2026
Due Date:	Jan 22, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Agency of Administration, Department of Building and General Services

BGS Financial Operations

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

SEALED BID

REQUEST FOR PROPOSAL

STATEWIDE

FACILITY CONDITION ASSESSMENTS

ISSUE DATE

BIDDERS CONFERENCE

QUESTIONS DUE

RFP RESPONSES DUE BY

January 5, 2026

A bidders’ conference will not be held.

January 13, 2026 at 4:30 PM

January 22, 2026 at 4:30 PM

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS RFP WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS RFP.

STATE CONTACT:

E-MAIL:

James Meyers, State Senior Purchasing Agent

BGS.OPCVendorDocs@vermont.gov

Revised: March 18, 2025

Page 1 of 27

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing &

Contracting on behalf of the Department of Buildings and General Services (BGS) (hereinafter the

“State”) is seeking to establish contracts with one or more companies that can provide Facility Condition

Assessments (FCA) across a broad spectrum of buildings, including buildings such as state offices,

correctional facilities, housing, welcome and information centers, state police barracks, libraries,

courthouses, the State House, laboratories, historic sites, and Vermont Veterans’ Home. Some buildings

have tunnels, both confined and walkable. Contract values will vary depending on the number of firms

hired and each firm’s scope of work. The State has completed two rounds of FCA’s on a 5 year cycle

each and has begun moving FCA asset data from the latest round into an integrated workplace

management system which will be the source of existing asset data for this round of FCA’s. Previous

FCA reports will be made available to the contracted firm via a SharePoint site in PDF format and FCA

asset and property data will be made available in either .csv or xlsx format.

1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of five years. The State

anticipates the start date for such contract(s) will be February 1, 2026.

1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing

to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other

individual from the State concerning this RFP is strictly prohibited and may result in disqualification.

1.4. BIDDERS’ CONFERENCE: A bidders’ conference will not be held.

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or

wishing to comment on any requirement of the RFP must submit specific questions in writing no later than

the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point

of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last

day of the question period are thereafter waived. At the close of the question period a copy of all

questions or comments and the State's responses will be posted on the State’s web site

http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort will be made to post this information as soon as

possible after the question period ends, contingent on the number and complexity of the questions. All

information provided by vendors during this process will be public and bidders shall not provide

confidential information, except as described in 4.1 below.

1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the

issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .

Modifications from any other source are not to be considered.

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES: The anticipated yearly scope of work involves

completing 20% of the inventory of State-owned buildings annually. Building and General Services oversees

approximately 4,294,423 gross square feet of building space, spread across approximately 338 buildings, with

an estimated replacement value of $1,412,809,257.89. In collaboration with the BGS Project Manager

assigned, the contractor will propose a schedule and sequence for conducting Facility Condition Assessments

on the BGS inventory, following a pre-established priority.

2.1. The State of Vermont is interested in obtaining bids to meet the following business need(s): The anticipated

yearly scope of work involves completing 20% of the inventory of State-owned buildings annually. The BGS

oversees approximately 4,308,821 gross square feet of building space, spread across around 338

buildings, with an estimated replacement value of $1,424,106,705. However, these numbers are subject to

change depending on the acquisition or sale of facilities during the contract period as well as loss of

basement space due to natural disasters and renovations throughout the life of the contracted period. In

collaboration with the State’s assigned Project Manager, the contractor will propose a schedule and

sequence for conducting Facility Condition Assessments on the BGS inventory, following a pre-established

priority. A separate Statement of Work will be prepared and approved, detailing the buildings that constitute

the 20% sample of the inventory to be visited. These facilities are located throughout the State with one

building located in Massachusetts. The required assessments shall evaluate the physical condition of each

building, including its infrastructure, systems, and finishes, to identify deficiencies and prioritize repairs, the

current value assessed, and replacement costs or deferred costs. The results of this study will assist the

State in developing an all-inclusive capital plan to address current and future maintenance issues.

2.2. GENERAL REQUIREMENTS: BUILDING/FACILITY CONDITION ASSESSMENT: The contractor shall

provide Facility Condition Assessments as directed by the State assigned Project Manager. The successful

Revised: March 18, 2025

Page 2 of 27

Bidder will perform all the services and duties described. The collection of data and ability to report will be

uniform across all buildings assessed. The content of the Facility Condition Assessments shall include, but

not necessarily be limited to:

2.2.1.Provide qualified and experienced assessment team(s) to complete comprehensive facility condition

assessments (FCA’s) for each of the State of Vermont buildings. Teams should include qualified and

experienced facility assessors who have knowledge of standard guides for property condition

assessments and when working with historic properties.

2.2.2.Perform visual inspections of all building assets included in this scope to assess the remaining

lifecycle of major asset systems, identify deferred maintenance requirements, recognize life safety

issues, and detect major accessibility concerns. Requirements are conditional, operational and

system replacement needs, all relating to the system lifecycle. Each requirement shall be classified by

priority, requirement category (cause of issue), asset system and cost to allow for multiple queries,

data analysis and forecasting.

2.2.3.The scope of the FCA shall include but is not limited to the buildings listed in Attachment G. The

inventory of buildings is subject to change depending on the acquisition or sale of facilities during the

contract period as well as loss of space due to natural disasters or renovations throughout the life of

the contracted period. Change requests will be approved prior to any changes made to the scope.

2.2.4.Security Procedures in some State buildings require a background clearance be performed on any

contractor working inside the building, prior to beginning work. Projects at Correctional Facilities,

Courthouses, and Public Safety buildings may all require clearances. The Specifications outlining the

Security Procedures for work in these facilities are attached to this RFP, as well as the sample

background check forms. If background checks are required, the contractor will be required to submit

background clearances before any work can begin.

2.3. DATA COLLECTION AND MANAGEMENT: Contractor shall visually inspect all building assets included

in the scope of the project, identify deficient conditions and assess the remaining lifecycle of designated

asset systems. The required assessments shall evaluate the physical condition of each building, including

its infrastructure, systems, and finishes, to identify deficiencies and prioritize repairs, the current value

assessed, and replacement costs or deferred costs. The contractor shall document deferred maintenance

deficiencies, including digital photographs of asset exteriors and any observed conditions within the

assets. The survey will include a visual inspection of the building and all of the building’s architectural,

mechanical, electrical, security and site systems. The contractor shall use State provided property data

and list of assets to verify and correlate with the properties and assets in the field.

2.3.1. Contractor shall confirm general building information including, but not limited to:

2.3.1.1. Building description, construction type and age.

2.3.1.2. Site description.

2.3.1.3. Description of the exterior envelope and the condition of each component.

2.3.1.4. A description of the interior finishes and their condition.

2.3.1.5. Asset IDs where tagged, as well as make and model

2.3.1.6. Comments regarding accessibility (high level visual, not legal federal compliance review)

2.3.1.7.

Comments regarding the existence of any hazardous material including lead paint,

asbestos containing materials, mold and the like.

2.3.1.8. Comments and details on any fire or life safety issues

2.3.1.9. A description and assessment of HVAC system.

2.3.1.10. A description and assessment of electrical system.

2.3.1.11. A description and assessment of the plumbing system.

2.3.1.12. A description and assessment of the conveying system.

2.3.1.13. A description and assessment of the security system.

2.3.1.14. A description and assessment of buildings fire protection system.

Revised: March 18, 2025

Page 3 of 27

2.3.2.Prioritization/Categorization/Classification of Data

Each correction project shall associate within the following three items from which multiple sorts,

reports and analysis may be conducted.

2.3.2.1.

DEFICIENCY PRIORITIZATION: Assign a priority to each deferred maintenance deficiency

to allow grouping the deficiencies into common sets. Categories are listed below but should

be customizable.

Table 1. Priorities – associate deficiencies with a timeframe; standard priorities listed in this table may

be tailored to meet the States requirements.

Priority

2.3.2.2.

Definition

Impact

Current critical conditions:

Immediate action <=1 year

a: Correct a cited safety hazard,

b: Stop accelerated deterioration,

c: Return a facility to operation

Potential critical conditions, if not

corrected expeditiously, will

become critical within a year.

1 - 2 years

a. Intermittent operations

b. Rapid deterioration

c. Potential life safety

hazards

Necessary, not yet critical

conditions require appropriate

attention to preclude predictable

deterioration or potential downtime

and associated damage or higher

costs if differed further

3 – 4 years

No immediate action needed

>=5 years

PROJECT TYPE: Assign a plan type to each deferred maintenance deficiency to allow

grouping the deficiencies into common sets by cause or reason. Recommended

categories are listed below but should be customizable.

Project Type Category

Safety

Performance/Integrity

Accessibility

Environmental

Retrofit/Adaptation

Descriptions

An observed or reported unsafe condition that if left unaddressed could

result in injury; a system or component that presents potential liability

risk.

Components or systems have failed, are almost failing, perform

unreliably, do not perform as intended, and/or poses risk to overall

system stability.

Does not meet ADA, UFAS, and/or other accessibility requirements.

Improvements to air or water quality, including removal of hazardous

materials from the building or site.

Components, systems, or spaces recommended for upgrades in order

to meet current standards, facility usage, or client/occupant needs.

Revised: March 18, 2025

Page 4 of 27

Lifecycle/Renewal

Any component or system that is neither deficient nor aged past EUL

but for which future replacement or repair is anticipated and budgeted.

2.3.2.3.

CLASSIFICATION: Architectural, Mechanical and electrical systems as classified by ASTM

E1557 UNIFORMAT II standard Level 4. See attachment E.

2.3.2.

CORRECTIVE ACTION: Recommend corrective action for each deficiency. The actions are based

upon the materials and equipment required to repair or replace the identified deficiency along with

necessary labor and potential soft costs. Specific project details and cost estimates shall include a

project-by-project description and cost analysis with enough detail to reveal the scope of work, its

location and the expected cost in “today’s” dollars. Identify source(s) used as a basis for cost

estimates. The report shall include a section which describes cost estimation methodology.

2.3.3. DIGITAL PHOTOS: Take digital photos during the assessment to visually illustrate existing

conditions. The photographs shall be of the exterior and the critical deficiencies within each asset.

2.3.4. FACILITY CONDITION INDEX: Calculate the FCIs for each building and the entire portfolio. The

State expects to be able to ascertain the impact of various funding levels on the FCI of the assets,

or alternatively, the finding levels required to achieve a specific asset FCI.

2.4 Building Infrastructure Lifecycle Facility Condition assessment: Gather specific information for each system

including building components with summaries and projections over 20 years: For each building or site asset

component identified within a project, the contractor shall provide.

• The quantity required.

• The units that the asset is usually associated with.

• The unit cost of the asset.

• The extended total cost of the asset.

• Any necessary adjustment factors.

• The original installation date.

• The condition of the asset, and

• Life expectancy that is typically associated with the asset.

2.5 DELIVERABLE: All information shall be categorized in property specific excel workbooks provided by the State

before each phase’s onsite assessment period (see SCHEDULE below). Submissions shall be reviewed and

approved by the State assigned Project Manager, incorporating any comments and/or corrections identified by

the Project Manager. New and updates to existing assets shall be classified using ASTM Uniformat II

Classification for Building Elements or latest Uniformat Elements standard as directed by project manager in

the scope of work for each phase. Inputs include but are not limited to, the asset and components, conditions

and corrective actions, condition rating score, prioritization, project type, typical useful life, cost estimates, and

other data or related metrics found in the reports. The workbooks will be formatted with specified areas for all

applicable information and notes to be updated and new assets to be added. Care must be taken by the

contractor not to alter, add, or remove columns, tables, worksheets, or formatting without direct approval from

the State Project Manager. Photos shall be formatted at JPEG and the files shall be named with the State Asset

Number followed by an underscore and sequential number (i.e. 7023_01, 7023_02, etc.). Photos and other

contractor developed documents and reports related to the assessment are to be delivered to the State along

with completed workbooks through a State IT approved means.

2.6 SCHEDULE: The contractor will work with the State Project Manager to develop the schedule with an

anticipated start date of July of each year until the completion of all building assessments as of May 2030.

DESCRIPTION

Preliminary planning and scope review

Review and approve draft of deliverables

DURATION

February 19, 2026

February 30, 2026

Revised: March 18, 2025

Page 5 of 27

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

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
Statewide Facility Conditions Assessments	01/13/2026 04:30PM		01/22/2026 04:30PM

Statewide Facility Conditions Assessments

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