(“rfi”) for workplace strategies

STATE OF TENNESSEE
DEPARTMENT OF GENERAL SERVICES
REQUEST FOR INFORMATION (“RFI”)
FOR
WORKPLACE STRATEGIES
RFI # 32101-14102.D.2
Release Date: November 17, 2014
1. STATEMENT OF PURPOSE:
The State of Tennessee, Department of General Service’s State of Tennessee Real Estate Asset
Management (STREAM), hereinafter referred to as “the State,” has issued this RFI as a request
to obtain information about how to contract for State’s Representative Services that assist with
Workplace Strategies Services. This RFI will assist the department in tailoring a successful
Workplace Strategies Services Program that is complimentary to other efforts and goals in other
State and Government entities and that are consistent with industry standards and best practices.
Responding to this RFI will not disallow participating in subsequent projects related to this
initiative.
2. BACKGROUND:
STREAM has the responsibility for management and implementation of workplace strategy
initiatives and studies for State owned and leased facilities. At any given time, the Workplace
Strategy & Planning group (STREAM group responsible for Workplace Strategies) may be
working on 75-100 real estate capital and leasing projects of various size, scope, and complexity,
while still initiating and developing workplace strategies for individual agencies, and still
developing arching real estate portfolio management needs. The State has limited staffing, and at
times in the future may not have enough capacity to complete all components or in its entirety the
research, benchmarking, surveying, observations, development of concepts, and/or
documentation to the level of detail that is required for adequate workplace strategy initiatives.
The State is seeking a company, or companies, to work in conjunction with, when in house
capacity is at its limit, in order to successfully develop and implement workplace strategy
initiatives.
3. COMMUNICATIONS:
3.1.
Submit your response and any questions to this RFI via email to:
Tammy Robbins, RFI Coordinator at [email protected]
3.2. Please reference RFI # 32101-14102.D.2. on all communications to this RFI.
1
4. RFI SCHEDULE OF EVENTS:
EVENT
1.
RFI Issued
2.
Written “Questions & Comments” Deadline
3.
State Response to Written “Questions &
Comments”
4.
RFI Response Deadline
TIME
(Central Time
Zone)
DATE
(all dates are State
business days)
11/17/14
2:00 PM
12/1/14
12/8/14
2:00 PM
12/15/14
5. GENERAL INFORMATION:
5.1. Please note that responding to this RFI is not a prerequisite for responding to any future
solicitations related to this project and a response to this RFI will not create any contract
rights. Responses to this RFI will become property of the State.
5.2. The information gathered during this RFI is part of an ongoing procurement. In order to
prevent an unfair advantage among potential respondents, the RFI responses will not be
available until after the completion of evaluation of any responses, proposals, or bids
resulting from a Request for Qualifications, Request for Proposals, Invitation to Bid or other
procurement method. In the event that the state chooses not to go further in the
procurement process and responses are never evaluated, the responses to the
procurement including the responses to the RFI, will be considered confidential by the
State.
5.3. The State will not pay for any costs associated with responding to this RFI.
6. INFORMATIONAL FORMS:
The State is requesting the following information from all interested parties. Please fill out the
following forms:
RFI #32101-14102.D.2.
TECHNICAL INFORMATIONAL FORM
1. RESPONDENT LEGAL ENTITY NAME:
2. RESPONDENT CONTACT PERSON
Name:
Title:
Address:
Phone Number:
Email:
3. Please provide a brief description of experience providing similar scope of services/products as
mentioned in Section 2 of this RFI.
4. What type of company do you represent?
5. The State is in the process of procuring multiple Real Estate Services (Refer to Attachment 1)
and intends to work with as many qualified vendors as possible while minimizing the number of
contracts administered by the State. Accordingly, the State is trying to identify and mitigate
potential organizational conflicts of interest. Respondents should discuss any potential conflicts
of interest and ways to bundle the requested services to mitigate the conflicts while providing the
most efficient services possible. The State recommends that Respondents refer to State Building
Commission Policy and Procedure 12.02, “Organizational Conflicts of Interest” (the “SBC Conflict
Policy”), when discussing potential conflicts and bundling of services.
Workplace Strategies Questions
6. It is important for the State to work with experienced contractors with proven results. What types
of properties have you designed, remodeled or repurposed? Please provide examples to illustrate
outcomes.
7. Because the State’s capital needs vary from year to year, the State would like additional
information on the optimal staff plan during the transition. What should the staffing ratios look
like? How many should be dedicated versus variable employees?
8. What should the client satisfaction program include? What should the communications plan
include?
9. What does a typical assignment look like? What is the typical timeline for the work that is done?
10. Does your company outsource any part of the process? If so, which parts and describe the
outsourcing process and standard markup?
11. It is important for the State to be informed of all service providers. Do you collaborate with other
companies? What is their role in the services you provide?
12. Can you cover a statewide territory or a specific region?
13. Where are you located throughout the state?
14. Would you have any conflicts of interest in working with the State?
COST INFORMATIONAL FORM
Workplace Strategies Questions
1. How should the fee structure for this contract be established based on your suggestions for
organizational structure and contract provided services?
2. How do you determine your pricing?
3. Describe the typical price range for similar services or goods.
ADDITIONAL CONSIDERATIONS
1. Please provide input on alternative approaches or additional things to consider that might benefit
the State.
RFI ATTACHMENT 1
Real Estate Services
Facility Management
BIM – Building Information Modeling
Data Collection – Enterprise System - ARCHIBUS
Lease Procurement / Brokerage
Location Strategy
Workplace Strategy/Space Planning
Occupancy Planning
Construction Project Leadership
Construction Project Management
Program Management
Cost Estimating
Construction Administration Services
Plans Review
Scheduling
JOC
Furniture, Fixtures & Equipment
Energy Conservation
Retro Commissioning
Building Commissioning
Building Systems Optimization
Environmental Services
Strategic Sourcing
Utility Audit
Lease Administration
Designer of Record
Call Center Information

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