STATE OF TENNESSEE

DEPARTMENT OF FINANCE AND ADMINISTRATION

REQUEST FOR PROPOSALS

FOR
DATA CENTER FACILITY MANAGEMENT SERVICES
RFP # 31701-03107

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

6.3.

Cost Proposal & Scoring Guide

6.4.

Reference Questionnaire

6.5.

Score Summary Matrix

6.6.

Pro Forma Contract

A.
B.
C.
D.
E.
F.
G.

Attestation
Products and Services Payment Methodologies
Ke y P e rf o rm an c e Ind ic ato r s/ S erv ic e Lev el s
State Building Commission Contract Bond
Required Qualifications for Personnel
Janitorial Services Checklist
Glossary

H. List of Mechanical / Electrical Equipment to be Maintained

I. Tennessee South Topographic Map

J. Plant Listing and Layout for TSSC
6.7.

Tennessee Contractor License Information (Response Package Cover

Attachment)

1.

INTRODUCTION
The State of Tennessee, Department of Finance and Administration, hereinafter referred to as the State,
has issued this Request for Proposals (RFP) to define minimum contract requirements; solicit responses;
detail response requirements; and, outline the States 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 businesses, including those that are owned by minorities,
women, Tennessee service-disabled veterans, and small business enterprises, an opportunity to do
business with the state as contractors, subcontractors or suppliers.

1.1.

Statement of Procurement Purpose

The State of Tennessee seeks to obtain, through this Request for Proposal (RFP), Facility Management
services for both of the States service centers. The Capital Complex Service Center (CCSC) is located
near downtown Nashville, and the Tennessee South Service Center (TSSC) is located in Smyrna, TN.
Total Facility Management shall include, but is not limited to, daily administrative responsibilities,
mechanical, electrical, and plumbing maintenance, as well as custodial care.
This RFP has provisions for the vendor to provide lawn care and building security services. Security
services are required to be provided at both facilities, CCSC and TSSC. With regard to lawn care, at the
beginning of the contract, the State will only require lawn care services at the Tennessee South Service
Center (TSSC). However, the State shall have the right to add lawn care services for the Capitol
Complex Service Center (CCSC) at a later date. The State has provided for hourly fees to be proposed
for additional lawn care services, to facilitate this later addition, if the State deems it necessary.
See pro forma Contract Attachment G for a Glossary of acronyms and certain definitions that appear
throughout this document.
1.1.1.

General Information
The characteristics of the two State service centers are as follows:
Capital Complex Service Center (CCSC)

Located near downtown Nashville

Built in 1987

Total square footage: 77,500 square feet

o 20,600 square feet raised floor
o 5,018 square feet Mechanical, Electrical, and Plumbing (MEP) space
o 44,296 square feet office space
o 7,586 square feet warehouse space

Office space for 297 people

7 Restrooms
o (2) womens with 5 toilets/5 sinks
o (2) mens with 4 toilets/3 urinals/4 sinks
o (3) unisex with 1 toilet each/1 sink each

2 loading docks with 5 ramps

2 Breakrooms

RFP # 31701-03107
1

Heating Ventilation and Air Conditioning (HVAC) (see Attachment H for detailed equipment
list)
o (2) centrifugal chillers
o (1) Scroll chiller
o (2) primary chilled water pumps
o (2) secondary chilled water pumps
o (3) cooling towers
o (5) air handling units
o (23) CRAC units

Emergency Power (see Attachment H for detailed equipment list)

o Emergency backup power to support all critical systems in the facility
o (2) Generators, one with 4,000 gallon diesel belly fuel tank
o Dual Powerware Uninterruptable Power Supply (UPS) system
o A single underground 4,000 gallon diesel fuel tank for primary generator plus day tank

Security Services
o CCSC buildings and grounds are considered critical facilities

Security systems
o Access is controlled by electronic and personal recognition systems
o Retina Scanners
o Man traps into critical data center space
o Magnetic door contacts
o Camera surveillance

Security audits
o Randomly tested by third party audit
o Used to evaluate security policies and procedures
o Supplements internal audits to ensure the physical integrity of our operations

Fire suppression
o Sophisticated fire detection with local and off-site monitoring
o Automatic clean agent fire suppression systems

Service Delivery Overview

o Dayshift pickup and delivery schedules
o State personnel are very security aware and screened
o Security manned loading docks

Tennessee South Service Center (TSSC)

Located near Smyrna, Tennessee

Totally redundant (maintenance can be performed without down time) building mechanical
infrastructure

Total square footage: 48,350 square feet

o 15,000 square feet of raised floor
o 3,000 square feet command center
o 5,000 square feet warehouse space
o 10,000 square feet MEP space
o 15,350 square feet office space

Office space for 30 people

4 restrooms
RFP # 31701-03107
2

o
o
o

(1) womens with 4 toilets/3 sinks/1 shower

(1) mens with 2 toilets/2 urinals/3 sinks/1 shower
(2) unisex with 1 toilet each/1 sink each

HVAC Closed loop system (see Appendix B for detailed equipment list)
o (3) 197-ton air cooled chillers
o (2) Dry Coolers
o (2) 860-Gallons Per Minute (GPM) primary and secondary chiller water pumps
o (12) CRAC units
o (3) Air handling units

Power (see Appendix B for detailed equipment list)

o Emergency backup power to support all critical systems in the facility
o 60 watts per square foot
o Expandable to 120 watts per square foot
o 2N Power to include dual generators, dual fed UPS systems, PDUs, and RPPs
o (2) 16,000 gallon fuel tanks for diesel fuel
o Diesel fuel filtration system

Security Services
o TSSC buildings and grounds are considered critical facilities

Security audits
o Randomly tested by third party audit
o Used to evaluate security policies and procedures
o Supplements internal audits to ensure the physical integrity of our operations

Fire suppression
o Sophisticated fire detection with local and off-site monitoring
o Automatic clean agent fire suppression systems

Service Delivery Overview

o Dayshift pickup and delivery schedules
o State personnel are very security aware and screened
o Security manned loading docks

State-of-the-Art Facility
o Hardened Facility - Miami Dade Hurricane rated facility
o Strategically located away from potential disaster possibilities (trains, interstates, floods,
etc)
o State-of-the-Art Security and Protection Features (Bio-metrics, proximity cards, perimeter
design, etc)
o Man-traps at both entrances to the building

Security systems
o Access is controlled by electronic and personal recognition systems
o Retina scanners
o Magnetic door contacts
o Camera surveillance
o Enhanced perimeter security design
o Man-traps at all entrances

Lawn Care
o 15 acres
o See pro forma Contract Attachments I and J for a topographic map and a plant listing.
o Approximately 5 acres fenced
o Approximately 65 parking spaces
RFP # 31701-03107
3

1.1.2.

Process to Request Floor Plans / One Line Drawings

Respondents that have submitted a Notice of Intent to Respond in accordance with RFP Section
1.8 may request floor plans and one line drawings for the CCSC and TSSC by sending an email
request to the Solicitation Coordinator at the address given in RFP Section [Link].

1.1.3.

Current and Anticipated Mechanical/Electrical Environments

Contract Attachment H describes the current (as of July 2, 2014) mechanical/electrical
environments which the successful contract will be required to support at the CCSC and TSSC.
These descriptions are not definitive and binding upon the State; they are included to allow
Respondents to better predict the scope of the support efforts. These environments are subject
to change throughout the term of the contract, and any such changes shall be effected through
mutually agreed upon memos to the project file.

1.2.

Scope of Service, Contract Period, & Required Terms and Conditions

The RFP Attachment 6.6., Pro Forma Contract details the States 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 # 31701-03107

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.
[Link].

Prospective Respondents must direct communications concerning this RFP to the

following person designated as the Solicitation Coordinator:
Mitzi R. Hale
State of Tennessee
Department of Finance and Administration
Office for Information Resources (OIR)
th
901 5 Avenue North

RFP # 31701-03107
4

Nashville, TN 37243
Phone: 615-741-3735
Email: [Link]@[Link]
[Link].

Notwithstanding the foregoing, Prospective Respondents may alternatively contact:

a. staff of the Governors Office of Diversity Business Enterprise for assistance
available to minority-owned, woman-owned, Tennessee service-disabled veteran
owned, and small businesses as well as general, public information relating to this
RFP (visit [Link]/businessopp/ for contact information); and
b. 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:
David Sledge
Title VI Coordinator
Tennessee Department of Finance and Administration
Human Resource Office
21st Floor, Tennessee Tower
312 Rosa L. Parks Avenue
Nashville, TN 37243
Phone: 615.532.4595
Fax: 615.741.3470
E-mail: [Link]@[Link]

1.4.3.

Only the States 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
Respondents 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 States actual receipt of a
communication or response.

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).

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.
Documents essential to the proposal process will be posted on the following website:
[Link]

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
States official, written responses will constitute an amendment of this RFP.

RFP # 31701-03107
5

1.4.9.

1.5.

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
Respondents 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.

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.

1.7.

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 6.6., 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.

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 not mandatory, and prospective Respondents may be
limited to a maximum number of attendees depending upon overall attendance and space limitations.
The conference will be held at:
State of Tennessee
Department of General Services
Tennessee Tower 3rd Floor
Conference Room B
312 Rosa L. Parks Ave.
Nashville, TN 37243
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 States 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

RFP # 31701-03107
6

the form of a simple e-mail or other written communication). Such notice should include the following
information:

the business or individuals name (as appropriate)

a contact persons name and title
the contact persons mailing address, telephone number, facsimile 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. A response must respond, as required, to
this RFP (including its attachments) as may be amended. The State will not accept late responses, and a
Respondents 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.

Contractor Licensure
1.10.1. Respondents shall be familiar with the Contractors Licensing Act of 1994, as currently amended
(codified in Tennessee Code Annotated Sections 62-6-101, et seq.). Demonstration of current
licensure is a mandatory part of the Response submission (see RFP Sections [Link] and 4.7). A
contract will not be awarded to a Respondent whose response is in conflict with State of
Tennessee licensing law.
Pursuant to T.C.A. 62-6-119, it is necessary for such Respondent to provide evidence of a
license in the appropriate classification before such response may be considered. List the name,
license number, expiration date thereof, and license classification of the contractors applying to
bid for the prime contract and for the electrical, plumbing, heating, ventilation, and air conditioning
contracts: and if applicable; for each vertical closed loop geothermal heating and cooling project,
the company name, Tennessee Department of Environment and Conservation license number,
classification (G, L or G,L) and the expiration date, appear on the outside of the envelope
containing the bid except when the bid is in an amount less than twenty-five thousand dollars
($25,000); and for each masonry project where the total cost of the masonry portion of the
construction project exceeds one hundred thousand ($100,000), materials and labor.
Effective January 1, 2014, roofing subcontractors are required to be licensed; however,
demonstration of their current licensure (name, license number, expiration date thereof, and
license classification) is not part of the mandatory Response submission (see RFP Sections
[Link] and 4.7).
1.10.2. The Respondent shall have an Unlimited minimum License Limit amount and a License
Classification of Building Construction - Commercial (BC-B or BC).
1.10.3. Respondents should verify that The Board for Licensing Contractors has current and correct
licensure information on file. For inquiries contact:
Carolyn Lazenby
Board for Licensing Contractors
500 James Robertson Parkway
Nashville, TN 37243-1150
(615) 741-1202 or 1-800-544-7693

RFP # 31701-03107
7

[Link] or [Link]
Email: [Link]@[Link]

RFP # 31701-03107
8

2.

RFP SCHEDULE OF EVENTS

2.1.

The following RFP Schedule of Events represents the States best estimate for this RFP.
EVENT

TIME

DATE

(central time zone)

(all dates are state business days)

1. RFP Issued

October 6, 2014

2. Disability Accommodation Request Deadline

2:00 p.m.

October 9, 2014

3. Pre-response Conference

2:00 p.m.

October 10, 2014

4. Notice of Intent to Respond Deadline

2:00 p.m.

October 13, 2014

5. Written Questions & Comments Deadline

2:00 p.m.

October 20, 2014

6. State Response to Written Questions & Comments

7. Response Deadline

November 10, 2014

2:00 p.m.

8. State Completion of Technical Response

Evaluations

November 24, 2014

December 15, 2014

9. State Opening & Scoring of Cost Proposals

2:00 p.m.

December 16, 2014

10. State Notice of Intent to Award Released and

RFP Files Opened for Public Inspection

2:00 p.m.

December 19, 2014

11. State sends contract to Contractor for signature

12. Contractor Signature Deadline
2.2.

January 2, 2015
2:00 p.m.

January 9, 2015

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
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).

RFP # 31701-03107
9

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.
[Link].

A Respondent must 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.

[Link].

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 x 11 pages (although oversize exhibits
are permissible) and use a 12 point font for text. All response pages must be
numbered.

[Link].

All information and documentation included in a Technical Response should respond 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.

[Link].

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.
[Link].

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.

RFP # 31701-03107
10

3.2.

[Link].

The proposed cost shall incorporate ALL costs for services under the contract for the
total contract period, including any renewals or extensions.

[Link].

A Respondent must sign and date the Cost Proposal.

[Link].

A Respondent must submit the Cost Proposal to the State in a sealed package
separate from the Technical Response (as detailed in RFP Sections 3.2.3., et seq.).

Response Delivery
3.2.1.

A Respondent must ensure that both the original Technical Response and Cost Proposal
documents meet all form and content requirements, including all required signatures, as detailed
within this RFP.

3.2.2.

A Respondent must submit original Technical Response and Cost Proposal documents and
copies as specified below.
[Link].

One (1) original Technical Response paper document labeled:

RFP # 31701-03107 TECHNICAL RESPONSE ORIGINAL
and six (6) digital copies of the Technical Response each in the form of one (1) digital
document in PDF format properly recorded on its own otherwise blank, standard CDR recordable disc labeled:
RFP # 31701-03107 TECHNICAL RESPONSE COPY
The digital copies should not include copies of sealed customer references, however
any other discrepancy between the paper Technical Response document and any
digital copies may result in the State rejecting the proposal as non-responsive.

[Link].

One (1) original Cost Proposal paper document labeled:

RFP # 31701-03107 COST PROPOSAL ORIGINAL
and one (1) copy in the form of a digital document in PDF format properly recorded on
separate, blank, standard CD-R recordable disc labeled:
RFP # 31701-03107 COST PROPOSAL COPY
In the event of a discrepancy between the original Cost Proposal document and the
digital copy, the original, signed document will take precedence.

3.2.3.

A Respondent must separate, seal, package, and label the documents and copies for delivery as
follows:
[Link].

The Technical Response original document and digital copies must be placed in a
sealed package that is clearly labeled:
DO NOT OPEN RFP # 31701-03107 TECHNICAL RESPONSE FROM
[RESPONDENT LEGAL ENTITY NAME]

[Link].

The Cost Proposal original document and digital copy must be placed in a separate,
sealed package that is clearly labeled:
DO NOT OPEN RFP # 31701-03107 COST PROPOSAL FROM [RESPONDENT
LEGAL ENTITY NAME]

RFP # 31701-03107
11

[Link].

The separately, sealed Technical Response and Cost Proposal components may be
enclosed in a larger package for mailing or delivery, provided that the outermost
package is clearly labeled:
RFP # 31701-03107 SEALED TECHNICAL RESPONSE & SEALED COST
PROPOSAL FROM [RESPONDENT LEGAL ENTITY NAME]

[Link].

In order to comply with the Contractors Licensing Act of 1994, as currently amended
(codified in Tennessee Code Annotated, Sections 62-6-101, et seq.), the Respondent
must clearly display all required Contractor License information on the OUTERMOST
package(s). A form for this purpose is included as RFP Attachment 6.7. The
Respondent should use this form or an exact duplicate, fill out ALL information, and
affix the completed form to the outermost package. The Respondent must hold the
required license(s); the Respondent cannot submit a license number held by one of its
subcontractors to meet the labeling requirement.
Tennessee Code Annotated Section 62-6-119 requires automatic disqualification of a
proposal in case of failure to provide required licensure information or to submit such
information outside the proposal package. The State has no authority to waive the
statutory requirements.

3.2.4.

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 at the following
address:
Mitzi R. Hale
State of Tennessee
Department of Finance and Administration
Office for Information Resources (OIR)
th
901 5 Avenue North
Nashville, TN 37243
Phone: 615-741-3735
Email: [Link]@[Link]

3.3.

Response & Respondent Prohibitions

3.3.1.

A response must not include alternate contract terms and conditions. If a response contains such
terms and conditions, the State, at its sole discretion, may determine the response to be a nonresponsive counteroffer and reject it.

3.3.2.

A response must not restrict the rights of the State or otherwise qualify either the offer to deliver
goods or provide services as required by this RFP or the Cost Proposal. If a response restricts
the rights of the State or otherwise qualifies either the offer to deliver goods or provide services
as required by this RFP or the Cost Proposal, the State, at its sole discretion, may determine the
response to be a non-responsive counteroffer and reject it.

3.3.3.

A response must not propose alternative goods or services (i.e., offer services different from
those requested and required by this RFP) unless expressly requested in this RFP. The State
may consider a response of alternative goods or services to be non-responsive and reject it.

3.3.4.

A Cost Proposal must be prepared and arrived at independently and must not involve any
collusion between Respondents. The State will reject any Cost Proposal that involves collusion,
consultation, communication, or agreement between Respondents. Regardless of the time of
detection, the State will consider any such actions to be grounds for response rejection or
contract termination.

RFP # 31701-03107
12

3.3.5.

A Respondent must not provide, for consideration in this RFP process or subsequent contract
negotiations, any information that the Respondent knew or should have known was materially
incorrect. If the State determines that a Respondent has provided such incorrect information, the
State will deem the Response non-responsive and reject it.

3.3.6.

A Respondent must not submit more than one Technical Response and one Cost Proposal in
response to this RFP, except as expressly requested by the State in this RFP. If a Respondent
submits more than one Technical Response or more than one Cost Proposal, the State will deem
all of the responses non-responsive and reject them.

3.3.7.

A Respondent must not submit a response as a prime contractor while also permitting one or
more other Respondents to offer the Respondent as a subcontractor in their own responses.
Such may result in the disqualification of all Respondents knowingly involved. This restriction
does not, however, prohibit different Respondents from offering the same subcontractor as a part
of their responses (provided that the subcontractor does not also submit a response as a prime
contractor).

3.3.8.

The State shall not consider a response from an individual who is, or within the past six (6)
months has been, a State employee. For purposes of this RFP:
[Link]. An individual shall be deemed a State employee until such time as all compensation for
salary, termination pay, and annual leave has been paid;
[Link]. A contract with or a response from a company, corporation, or any other contracting
entity in which a controlling interest is held by any State employee shall be considered to
be a contract with or proposal from the employee; and
[Link]. A contract with or a response from a company, corporation, or any other contracting
entity that employs an individual who is, or within the past six (6) months has been, a
State employee shall not be considered a contract with or a proposal from the employee
and shall not constitute a prohibited conflict of interest.

3.4.

Response Errors & Revisions

A Respondent is responsible for any and all response errors or omissions. A Respondent will not be
allowed to alter or revise response documents after the Response Deadline time and date detailed in the
RFP Section 2, Schedule of Events unless such is formally requested, in writing, by the State.

3.5.

Response Withdrawal
A Respondent may withdraw a submitted response at any time before the Response Deadline time and
date detailed in the RFP Section 2, Schedule of Events by submitting a written request signed by an
authorized Respondent representative. After withdrawing a response, a Respondent may submit another
response at any time before the Response Deadline. After the Response Deadline, a Respondent may
only withdraw all or a portion of a response where the enforcement of the response would impose an
unconscionable hardship on the Respondent.

3.6.

Additional Services
If a response offers goods or services in addition to those required by and described in this RFP, the
State, at its sole discretion, may add such services to the contract awarded as a result of this RFP.
Notwithstanding the foregoing, a Respondent must not propose any additional cost amounts or rates for
additional goods or services. Regardless of any additional services offered in a response, the
Respondents Cost Proposal must only record the proposed cost as required in this RFP and must not
record any other rates, amounts, or information.
NOTICE: If a Respondent fails to submit a Cost Proposal exactly as required, the State may deem
the response non-responsive and reject it.
RFP # 31701-03107
13

3.7.

Response Preparation Costs

The State will not pay any costs associated with the preparation, submittal, or presentation of any
response.

RFP # 31701-03107
14

4.

GENERAL CONTRACTING INFORMATION & REQUIREMENTS

4.1.

RFP Amendment
The State at its sole discretion may amend this RFP, in writing, at any time prior to contract award.
However, prior to any such amendment, the State will consider whether it would negatively impact the
ability of potential Respondents to meet the response deadline and revise the RFP Schedule of Events if
deemed appropriate. If an RFP amendment is issued, the State will convey it to potential Respondents
who submitted a Notice of Intent to Respond (refer to RFP Section 1.8). A response must address the
final RFP (including its attachments) as amended.

4.2.

RFP Cancellation
The State reserves the right, at its sole discretion, to cancel the RFP or to cancel and reissue this RFP in
accordance with applicable laws and regulations.

4.3.

4.4.

4.5.

State Right of Rejection

4.3.1.

Subject to applicable laws and regulations, the State reserves the right to reject, at its sole
discretion, any and all responses.

4.3.2.

The State may deem as non-responsive and reject any response that does not comply with all
terms, conditions, and performance requirements of this RFP. Notwithstanding the foregoing, the
State reserves the right to waive, at its sole discretion, minor variances from full compliance with
this RFP. If the State waives variances in a response, such waiver shall not modify the RFP
requirements or excuse the Respondent from full compliance, and the State may hold any
resulting Contractor to strict compliance with this RFP.

Assignment & Subcontracting

4.4.1.

The Contractor may not subcontract, transfer, or assign any portion of the Contract awarded as a
result of this RFP without prior approval of the State. The State reserves the right to refuse
approval, at its sole discretion, of any subcontract, transfer, or assignment.

4.4.2.

If a Respondent intends to use subcontractors, the response to this RFP must specifically identify
the scope and portions of the work each subcontractor will perform (refer to RFP Attachment 6.2.,
Section B, General Qualifications & Experience, Item B.14.).

4.4.3.

Subcontractors identified within a response to this RFP will be deemed as approved by the State
unless the State expressly disapproves one or more of the proposed subcontractors prior to
signing the Contract.

4.4.4.

After contract award, a Contractor may only substitute an approved subcontractor at the
discretion of the State and with the States prior, written approval.

4.4.5.

Notwithstanding any State approval relating to subcontracts, the Respondent who is awarded a
contract pursuant to this RFP will be the prime contractor and will be responsible for all work
under the Contract.

Right to Refuse Personnel or Subcontractors

The State reserves the right to refuse, at its sole discretion and notwithstanding any prior approval, any
personnel of the prime contractor or a subcontractor providing goods or services in the performance of a
contract resulting from this RFP. The State will document in writing the reason(s) for any rejection of
personnel.

RFP # 31701-03107
15

4.6.

Insurance
From time-to-time, the State may require the awarded Contractor to provide a Certificate of Insurance
issued by an insurance company licensed or authorized to provide insurance in the State of Tennessee.
Each Certificate of Insurance shall indicate current insurance coverages meeting minimum requirements
as may be specified by this RFP. A failure to provide a current, Certificate of Insurance will be considered
a material breach and grounds for contract termination.

4.7.

4.8.

Professional Licensure and Department of Revenue Registration

4.7.1.

All persons, agencies, firms, or other entities that provide legal or financial opinions, which a
Respondent provides for consideration and evaluation by the State as a part of a response to this
RFP, shall be properly licensed to render such opinions.

4.7.2.

Before the Contract resulting from this RFP is signed, the apparent successful Respondent (and
Respondent employees and subcontractors, as applicable) must hold all necessary or
appropriate business or professional licenses to provide the goods or services as required by the
contract. The State may require any Respondent to submit evidence of proper licensure.

4.7.3.

As the work performed under a Contract pursuant to this RFP includes installation as well as
supply of materials, the Response submission constitutes a bid and Tennessee Contractor
license(s) are required.

4.7.4.

The following license classification is considered acceptable for Respondents to bid: Building
Construction - Commercial (BC-B or BC). This classification is described in Rule 0680-1-.16.

4.7.5.

Contractor License information must be clearly displayed on the Response submission package
at the time of submittal, or the Response will not be accepted for evaluation. See RFP Section
[Link] and RFP Attachment 6.7. The Respondent must hold the required license(s); the
Respondent cannot submit a license number held by one of its subcontractors to meet the
labeling requirement.

4.7.6.

Before the Contract resulting from this RFP is signed, the apparent successful Respondent must
be registered with the Tennessee Department of Revenue for the collection of Tennessee sales
and use tax. The State shall not award a contract unless the Respondent provides proof of such
registration or provides documentation from the Department of Revenue that the Contractor is
exempt from this registration requirement. The foregoing is a mandatory requirement of an award
of a contract pursuant to this solicitation. For purposes of this registration requirement, the
Department of Revenue may be contacted at: [Link]@[Link].

Disclosure of Response Contents

4.8.1.

All materials submitted to the State in response to this RFP shall become the property of the
State of Tennessee. Selection or rejection of a response does not affect this right. By submitting
a response, a Respondent acknowledges and accepts that the full response contents and
associated documents will become open to public inspection in accordance with the laws of the
State of Tennessee.

4.8.2.

The State will hold all response information, including both technical and cost information, in
confidence during the evaluation process. Notwithstanding the foregoing, a list of actual
Respondents submitting timely responses may be available to the public, upon request, after
technical responses are opened.

4.8.3.

Upon completion of response evaluations, indicated by public release of a Notice of Intent to

Award, the responses and associated materials will be open for review by the public in
accordance with Tennessee Code Annotated, Section 10-7-504(a)(7).

RFP # 31701-03107
16

4.9.

4.10.

Contract Approval and Contract Payments

4.9.1.

After contract award, the Contractor who is awarded the contract must submit appropriate
documentation with the Department of Finance and Administration, Division of Accounts.

4.9.2.

This RFP and its contractor selection processes do not obligate the State and do not create
rights, interests, or claims of entitlement in either the Respondent with the apparent bestevaluated response or any other Respondent. State obligations pursuant to a contract award
shall commence only after the contract is signed by the State agency head and the Contractor
and after the Contract is approved by all other state officials as required by applicable laws and
regulations.

4.9.3.

No payment will be obligated or made until the relevant Contract is approved as required by
applicable statutes and rules of the State of Tennessee.
[Link].

The State shall not be liable for payment of any type associated with the Contract
resulting from this RFP (or any amendment thereof) or responsible for any goods
delivered or services rendered by the Contractor, even goods delivered or services
rendered in good faith and even if the Contractor is orally directed to proceed with the
delivery of goods or the rendering of services, if it occurs before the Contract start date
or after the Contract end date.

[Link].

All payments relating to this procurement will be made in accordance with the Payment
Terms and Conditions of the Contract resulting from this RFP (refer to RFP Attachment
6.6., Pro Forma Contract, Section C).

[Link].

If any provision of the Contract provides direct funding or reimbursement for the
competitive purchase of goods or services as a component of contract performance or
otherwise provides for the reimbursement of specified, actual costs, the State will
employ all reasonable means and will require all such documentation that it deems
necessary to ensure that such purchases were competitive and costs were reasonable,
necessary, and actual. The Contractor shall provide reasonable assistance and access
related to such review. Further, the State shall not remit, as funding or reimbursement
pursuant to such provisions, any amounts that it determines do not represent
reasonable, necessary, and actual costs.

Contractor Performance
The Contractor who is awarded a contract will be responsible for the delivery of all acceptable goods or
the satisfactory completion of all services set out in this RFP (including attachments) as may be
amended. All goods or services are subject to inspection and evaluation by the State. The State will
employ all reasonable means to ensure that goods delivered or services rendered are in compliance with
the Contract, and the Contractor must cooperate with such efforts.

4.11.

Contract Amendment
After contract award, the State may request the Contractor to deliver additional goods or perform
additional services within the general scope of the contract and this RFP, but beyond the specified scope
of service, and for which the Contractor may be compensated. In such instances, the State will provide
the Contractor a written description of the additional goods or services. The Contractor must respond to
the State with a time schedule for delivering the additional goods or accomplishing the additional services
based on the compensable units included in the Contractors response to this RFP. If the State and the
Contractor reach an agreement regarding the goods or services and associated compensation, such
agreement must be effected by means of a contract amendment. Further, any such amendment requiring
additional goods or services must be signed by both the State agency head and the Contractor and must
be approved by other state officials as required by applicable statutes, rules, policies and procedures of

RFP # 31701-03107
17

the State of Tennessee. The Contractor must not provide additional goods or render additional services
until the State has issued a written contract amendment with all required approvals.
4.12.

Severability
If any provision of this RFP is declared by a court to be illegal or in conflict with any law, said decision will
not affect the validity of the remaining RFP terms and provisions, and the rights and obligations of the
State and Respondents will be construed and enforced as if the RFP did not contain the particular
provision held to be invalid.

4.13.

Next Ranked Respondent

The State reserves the right to initiate negotiations with the next ranked Respondent should the State
cease doing business with any Respondent selected via this RFP process.

RFP # 31701-03107
18

5.

EVALUATION & CONTRACT AWARD

5.1.

Evaluation Categories & Maximum Points

The State will consider qualifications, experience, technical approach, and cost in the evaluation of
responses and award points in each of the categories detailed below (up to the maximum evaluation
points indicated) to each response deemed by the State to be responsive.
EVALUATION CATEGORY

5.2.

MAXIMUM POINTS POSSIBLE

General Qualifications & Experience

(refer to RFP Attachment 6.2., Section B)

20

Technical Qualifications, Experience &

Approach
(refer to RFP Attachment 6.2., Section C)

50

Cost Proposal
(refer to RFP Attachment 6.3.)

30

Evaluation Process
The evaluation process is designed to award the contract resulting from this RFP not necessarily to the
Respondent offering the lowest cost, but rather to the Respondent deemed by the State to be responsive
and responsible who offers the best combination of attributes based upon the evaluation criteria.
(Responsive Respondent is defined as a Respondent that has submitted a response that conforms in all
material respects to the RFP. Responsible Respondent is defined as a Respondent that has the
capacity in all respects to perform fully the contract requirements, and the integrity and reliability which
will assure good faith performance.)
5.2.1.

Technical Response Evaluation. The Solicitation Coordinator and the Proposal Evaluation
Team (consisting of three (3) or more State employees) will use the RFP Attachment 6.2.,
Technical Response & Evaluation Guide to manage the Technical Response Evaluation and
maintain evaluation records.
[Link].

The State reserves the right, at its sole discretion, to request Respondent clarification
of a Technical Response or to conduct clarification discussions with any or all
Respondents. Any such clarification or discussion will be limited to specific sections of
the response identified by the State. The subject Respondent must put any resulting
clarification in writing as may be required and in accordance with any deadline imposed
by the State.

[Link].

The Solicitation Coordinator will review each Technical Response to determine

compliance with RFP Attachment 6.2., Technical Response & Evaluation Guide,
Section A Mandatory Requirements. If the Solicitation Coordinator determines that a
response failed to meet one or more of the mandatory requirements, the Proposal
Evaluation Team will review the response and document the teams determination of
whether:
a. the response adequately meets RFP requirements for further evaluation;
b. the State will request clarifications or corrections for consideration prior to further
evaluation; or,
c.

[Link].

the State will determine the response to be non-responsive to the RFP and reject it.

Proposal Evaluation Team members will independently evaluate each Technical

Response (that is responsive to the RFP) against the evaluation criteria in this RFP,
RFP # 31701-03107
19

and will score each in accordance with the RFP Attachment 6.2., Technical Response
& Evaluation Guide.

5.3.

[Link].

For each response evaluated, the Solicitation Coordinator will calculate the average of
the Proposal Evaluation Team member scores for RFP Attachment 6.2., Technical
Response & Evaluation Guide, and record each average as the response score for the
respective Technical Response section.

[Link].

Before Cost Proposals are opened, the Proposal Evaluation Team will review the
Technical Response Evaluation record and any other available information pertinent to
whether or not each Respondent is responsive and responsible. If the Proposal
Evaluation Team identifies any Respondent that does not to meet the responsive and
responsible thresholds such that the team would not recommend the Respondent for
Cost Proposal Evaluation and potential contract award, the team members will fully
document the determination.

5.2.2.

Cost Proposal Evaluation. The Solicitation Coordinator will open for evaluation the Cost
Proposal of each Respondent deemed by the State to be responsive and responsible and
calculate and record each Cost Proposal score in accordance with the RFP Attachment 6.3., Cost
Proposal & Scoring Guide.

5.2.3.

Total Response Score. The Solicitation Coordinator will calculate the sum of the Technical
Response section scores and the Cost Proposal score and record the resulting number as the
total score for the subject Response (refer to RFP Attachment 6.5., Score Summary Matrix).

Contract Award Process

5.3.1

The Solicitation Coordinator will submit the Proposal Evaluation Team determinations and scores
to the head of the procuring agency for consideration along with any other relevant information
that might be available and pertinent to contract award.

5.3.2.

The procuring agency head will determine the apparent best-evaluated Response. To effect a
contract award to a Respondent other than the one receiving the highest evaluation process
score, the head of the procuring agency must provide written justification and obtain the written
approval of the Chief Procurement Officer and the Comptroller of the Treasury.

5.3.3.

The State will issue a Notice of Intent to Award identifying the apparent best-evaluated response
and make the RFP files available for public inspection at the time and date specified in the RFP
Section 2, Schedule of Events.
NOTICE: The Notice of Intent to Award shall not create rights, interests, or claims of
entitlement in either the apparent best-evaluated Respondent or any other Respondent.

5.3.4.

The Respondent identified as offering the apparent best-evaluated response must sign a contract
drawn by the State pursuant to this RFP. The contract shall be substantially the same as the
RFP Attachment 6.6., Pro Forma Contract. The Respondent must sign the contract by the
Contractor Signature Deadline detailed in the RFP Section 2, Schedule of Events. If the
Respondent fails to provide the signed contract by this deadline, the State may determine that the
Respondent is non-responsive to this RFP and reject the response.

5.3.5.

Notwithstanding the foregoing, the State may, at its sole discretion, entertain limited negotiation
prior to contract signing and, as a result, revise the pro forma contract terms and conditions or
performance requirements in the States best interests, PROVIDED THAT such revision of terms
and conditions or performance requirements shall NOT materially affect the basis of response
evaluations or negatively impact the competitive nature of the RFP and contractor selection
process.

RFP # 31701-03107
20

5.3.6.

If the State determines that a response is non-responsive and rejects it after opening Cost
Proposals, the Solicitation Coordinator will re-calculate scores for each remaining responsive
Cost Proposal to determine (or re-determine) the apparent best-evaluated response.

RFP # 31701-03107
21

RFP ATTACHMENT 6.1.

RFP # 31701-03107 STATEMENT OF CERTIFICATIONS AND ASSURANCES
The Respondent must sign and complete the Statement of Certifications and Assurances below as required, and it must be
included in the Technical Response (as required by RFP Attachment 6.2., Technical Response & Evaluation Guide, Section A,
Item A.1.).
The Respondent does, hereby, expressly affirm, declare, confirm, certify, and assure ALL of the following:
1.
2.
3.
4.
5.

6.
7.
8.

9.

The Respondent will comply with all of the provisions and requirements of the RFP.
The Respondent will provide all services as defined in the Scope of Services of the RFP Attachment 6.6., Pro Forma
Contract for the total contract period.
The Respondent, except as otherwise provided in this RFP, accepts and agrees to all terms and conditions set out in the
RFP Attachment 6.6., Pro Forma Contract.
The Respondent acknowledges and agrees that a contract resulting from the RFP shall incorporate, by reference, all
proposal responses as a part of the contract.
The Respondent will comply with:
(a) the laws of the State of Tennessee;
(b) Title VI of the federal Civil Rights Act of 1964;
(c) Title IX of the federal Education Amendments Act of 1972;
(d) the Equal Employment Opportunity Act and the regulations issued there under by the federal government; and,
(e) the Americans with Disabilities Act of 1990 and the regulations issued there under by the federal government.
To the knowledge of the undersigned, the information detailed within the response submitted to this RFP is accurate.
The response submitted to this RFP was independently prepared, without collusion, under penalty of perjury.
No amount shall be paid directly or indirectly to an employee or official of the State of Tennessee as wages,
compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the
Respondent in connection with this RFP or any resulting contract.
Both the Technical Response and the Cost Proposal submitted in response to this RFP shall remain valid for at least
120 days subsequent to the date of the Cost Proposal opening and thereafter in accordance with any contract pursuant
to the RFP.

By signing this Statement of Certifications and Assurances, below, the signatory also certifies legal authority to bind
the proposing entity to the provisions of this RFP and any contract awarded pursuant to it. If the signatory is not the
Respondent (if an individual) or the Respondents company President or Chief Executive Officer, this document must
attach evidence showing the individuals authority to bind the Respondent.
DO NOT SIGN THIS DOCUMENT IF YOU ARE NOT LEGALLY AUTHORIZED TO BIND THE RESPONDENT

SIGNATURE:

PRINTED NAME & TITLE:

DATE:

RESPONDENT LEGAL ENTITY

NAME:

RESPONDENT FEDERAL EMPLOYER IDENTIFICATION NUMBER (or

SSN):

RFP # 31701-03107
22

RFP ATTACHMENT 6.2. Section A

TECHNICAL RESPONSE & EVALUATION GUIDE
SECTION A: MANDATORY REQUIREMENTS. The Respondent must address all items detailed below and provide, in
sequence, the information and documentation as required (referenced with the associated item references). The Respondent
must also detail the response page number for each item in the appropriate space below.
The Solicitation Coordinator will review the response to determine if the Mandatory Requirement Items are addressed as
required and mark each with pass or fail. For each item that is not addressed as required, the Proposal Evaluation Team must
review the response and attach a written determination. In addition to the Mandatory Requirement Items, the Solicitation
Coordinator will review each response for compliance with all RFP requirements.
RESPONDENT LEGAL ENTITY
NAME:
Response
Page #
(Respondent
completes)

Item
Ref.

Section A Mandatory Requirement Items

Pass/Fail

The Response must be delivered to the State no later than the Response
Deadline specified in the RFP Section 2, Schedule of Events.
The Technical Response and the Cost Proposal documentation must be
packaged separately as required (refer to RFP Section 3.2., et. seq.).
The Technical Response must NOT contain cost or pricing information of any
type.
The Technical Response must NOT contain any restrictions of the rights of
the State or other qualification of the response.
A Respondent must NOT submit alternate responses (refer to RFP Section
3.3.).
A Respondent must NOT submit multiple responses in different forms (as a
prime and a sub-contractor) (refer to RFP Section 3.3.).
A.1.

Provide the Statement of Certifications and Assurances (RFP Attachment

6.1.) completed and signed by an individual empowered to bind the
Respondent to the provisions of this RFP and any resulting contract. The
document must be signed without exception or qualification.

A.2.

Provide a statement, based upon reasonable inquiry, of whether the

Respondent or any individual who shall cause to deliver goods or perform
services under the contract has a possible conflict of interest (e.g.,
employment by the State of Tennessee) and, if so, the nature of that conflict.
NOTE: Any questions of conflict of interest shall be solely within the
discretion of the State, and the State reserves the right to cancel any award.

A.3.

Provide a current bank reference indicating that the Respondents business

relationship with the financial institution is in positive standing. Such
reference must be written in the form of a standard business letter, signed,
and dated within the past three (3) months.

A.4.

Provide two current positive credit references from vendors with which the
Respondent has done business written in the form of standard business
letters, signed, and dated within the past three (3) months.

A.5.

Provide an official document or letter from an accredited credit bureau,

verified and dated within the last three (3) months and indicating a
satisfactory credit rating for the Respondent (NOTE: A credit bureau report
RFP # 31701-03107
23

RESPONDENT LEGAL ENTITY

NAME:
Response
Page #
(Respondent
completes)

Item
Ref.

Section A Mandatory Requirement Items

Pass/Fail

number without the full report is insufficient and will not be considered
responsive.)
A.6.

Respondent must provide a written statement affirming that the Respondent,

within the last five (5) years, has provided plant management services for at
least one large data center designed as a Tier III or Tier IV facility, as defined
by the Uptime Institute, with greater than 13,000 square feet of raised floor
space; which required an uptime of at least 99.995%.
Provide the name and a contact for one of your clients with a Tier III or Tier
IV data center with greater than 13, 000 square feet of raised floor space.
Please note that the Solicitation Coordinator, with the assistance of one or
more subject matter experts, will verify this client reference.

A.7.

Respondent must provide a written statement affirming that the Respondent

has a minimum of five (5) or more years of experience managing multiple
facilities concurrently.

State Use Solicitation Coordinator Signature, Printed Name & Date:

RFP # 31701-03107
24

RFP ATTACHMENT 6.2. SECTION B

TECHNICAL RESPONSE & EVALUATION GUIDE
SECTION B: GENERAL QUALIFICATIONS & EXPERIENCE. The Respondent must address all items detailed below and
provide, in sequence, the information and documentation as required (referenced with the associated item references). The
Respondent must also detail the response page number for each item in the appropriate space below. Proposal Evaluation
Team members will independently evaluate and assign one score for all responses to Section B General Qualifications &
Experience Items.

RESPONDENT LEGAL ENTITY

NAME:
Response
Page #
(Respondent
completes)

Item
Ref.

Section B General Qualifications & Experience Items

B.1.

Detail the name, e-mail address, mailing address, telephone number, and facsimile number of the
person the State should contact regarding the response.

B.2.

Describe the Respondents form of business (i.e., individual, sole proprietor, corporation, non-profit
corporation, partnership, limited liability company) and business location (physical location or
domicile).

B.3.

Detail the number of years the Respondent has been in business.

B.4.

Briefly describe how long the Respondent has been providing the goods or services required by
this RFP.

B.5.

Describe the Respondents number of employees, client base, and location of offices.

B.6.

Provide a statement of whether there have been any mergers, acquisitions, or change of control of
the Respondent within the last ten (10) years. If so, include an explanation providing relevant
details.

B.7.

Provide a statement of whether the Respondent or, to the Respondent's knowledge, any of the
Respondents employees, agents, independent contractors, or subcontractors, involved in the
delivery of goods or performance of services on a contract pursuant to this RFP, have been
convicted of, pled guilty to, or pled nolo contendere to any felony. If so, include an explanation
providing relevant details.

B.8.

Provide a statement of whether, in the last ten (10) years, the Respondent has filed (or had filed
against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or
undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors. If so,
include an explanation providing relevant details.

B.9.

Provide a statement of whether there is any material, pending litigation against the Respondent
that the Respondent should reasonably believe could adversely affect its ability to meet contract
requirements pursuant to this RFP or is likely to have a material adverse effect on the
Respondents financial condition. If such exists, list each separately, explain the relevant details,
and attach the opinion of counsel addressing whether and to what extent it would impair the
Respondents performance in a contract pursuant to this RFP.
NOTE: All persons, agencies, firms, or other entities that provide legal opinions regarding the
Respondent must be properly licensed to render such opinions. The State may require the
Respondent to submit proof of license for each person or entity that renders such opinions.

B.10.

Provide a statement of whether there are any pending or in progress Securities Exchange
Commission investigations involving the Respondent. If such exists, list each separately, explain
the relevant details, and attach the opinion of counsel addressing whether and to what extent it will
impair the Respondents performance in a contract pursuant to this RFP.
NOTE: All persons, agencies, firms, or other entities that provide legal opinions regarding the
Respondent must be properly licensed to render such opinions. The State may require the
RFP # 31701-03107
25

RFP ATTACHMENT 6.2. SECTION B (continued)

RESPONDENT LEGAL ENTITY
NAME:
Response
Page #
(Respondent
completes)

Item
Ref.

Section B General Qualifications & Experience Items

Respondent to submit proof of license for each person or entity that renders such opinions.

B.11.

Provide a brief, descriptive statement detailing evidence of the Respondents ability to deliver the
goods or services sought under this RFP (e.g., prior experience, training, certifications, resources,
program and quality management systems, etc.).

B.12.

Provide a narrative description of the proposed project team, its members, and organizational
structure along with an organizational chart identifying the key people who will be assigned to
deliver the goods or services required by this RFP.

B.13.

Provide a personnel roster listing the names of key people who the Respondent will assign to meet
the Respondents requirements under this RFP along with the estimated number of hours that each
individual will devote to that performance. Follow the personnel roster with a resume for each of
the people listed. The resumes must detail the individuals title, education, current position with the
Respondent, and employment history.

B.14.

Provide a statement of whether the Respondent intends to use subcontractors to meet the
Respondents requirements of any contract awarded pursuant to this RFP, and if so, detail:
(a) the names of the subcontractors along with the contact person, mailing address, telephone
number, and e-mail address for each;
(b) a description of the scope and portions of the goods each subcontractor involved in the
delivery of goods or performance of the services each subcontractor will perform; and
(c) a statement specifying that each proposed subcontractor has expressly assented to being
proposed as a subcontractor in the Respondents response to this RFP.

B.15.

Provide documentation of the Respondents commitment to diversity as represented by the

following:
(a) Business Strategy. Provide a description of the Respondents existing programs and
procedures designed to encourage and foster commerce with business enterprises owned by
minorities, women, Tennessee service-disabled veterans, and small business enterprises.
Please also include a list of the Respondents certifications as a diversity business, if
applicable.
(b) Business Relationships. Provide a listing of the Respondents current contracts with business
enterprises owned by minorities, women, Tennessee service-disabled veterans and small
business enterprises. Please include the following information:
(i) contract description and total value;
(ii) contractor name and ownership characteristics (i.e., ethnicity, gender, Tennessee servicedisabled);
(iii) contractor contact name and telephone number.
(c) Estimated Participation. Provide an estimated level of participation by business enterprises
owned by minorities, women, Tennessee service-disabled veterans, and small business
enterprises if a contract is awarded to the Respondent pursuant to this RFP. Please include
the following information:
(i) a percentage (%) indicating the participation estimate. (Express the estimated
participation number as a percentage of the total estimated contract value that will be
dedicated to business with subcontractors and supply contractors having such ownership
characteristics only and DO NOT INCLUDE DOLLAR AMOUNTS);
(ii) anticipated goods or services contract descriptions;
(iii) names and ownership characteristics (i.e., ethnicity, gender, Tennessee service-disabled
veterans) of anticipated subcontractors and supply contractors.
NOTE: In order to claim status as a Diversity Business Enterprise under this contract,
businesses must be certified by the Governors Office of Diversity Business Enterprise (GoRFP # 31701-03107
26

RFP ATTACHMENT 6.2. SECTION B (continued)

RESPONDENT LEGAL ENTITY
NAME:
Response
Page #
(Respondent
completes)

Item
Ref.

Section B General Qualifications & Experience Items

DBE). Please visit the Go-DBE website at
[Link] for more
information.
(d) Workforce. Provide the percentage of the Respondents total current employees by ethnicity
and gender.
NOTE: Respondents that demonstrate a commitment to diversity will advance State efforts to
expand opportunity to do business with the State as contractors and subcontractors. Response
evaluations will recognize the positive qualifications and experience of a Respondent that does
business with enterprises owned by minorities, women, Tennessee service-disabled veterans and
small business enterprises and who offer a diverse workforce.

B.16.

Provide a statement of whether or not the Respondent has any current contracts with the State of
Tennessee or has completed any contracts with the State of Tennessee within the previous five (5)
year period. If so, provide the following information for all of the current and completed contracts:
(a) the name, title, telephone number and e-mail address of the State contact knowledgeable
about the contract;
(b) the procuring State agency name;
(c) a brief description of the contracts scope of services;
(d) the contract period; and
(e) the contract number.
NOTES:
Current or prior contracts with the State are not a prerequisite and are not required for the
maximum evaluation score, and the existence of such contracts with the State will not
automatically result in the addition or deduction of evaluation points.
Each evaluator will generally consider the results of inquiries by the State regarding all contracts
noted.

B.17.

Provide customer references from individuals (who are not current or former officials or staff of the
State of Tennessee) for projects similar to the services sought under this RFP and which
represent:
Three (3) references of large (over 13,000 square feet of raised floor space) Tier III / IV Data
Centers for which your company has actually provided plant management services within the last
five (5) years.
All references must be provided in the form of standard reference questionnaires that have been
fully completed by the individual providing the reference as required. The standard reference
questionnaire, which must be used and completed as required, is detailed at RFP Attachment 6.4.
References that are not completed as required will be considered non-responsive and will not be
considered.
The Respondent will be solely responsible for obtaining the fully completed reference
questionnaires, and for including them within the Respondents sealed Technical Response. In
order to obtain and submit the completed reference questionnaires, as required, follow the process
detailed below.
(a) Customize the standard reference questionnaire at RFP Attachment 6.4. by adding the subject
Respondents name, and make duplicates for completion by references.
(b) Send the customized reference questionnaires to each individual chosen to provide a
reference along with a new standard #10 envelope.
(c) Instruct the person that will provide a reference for the Respondent to:
(i) complete the reference questionnaire (on the form provided or prepared, completed, and
printed using a duplicate of the document);
(ii) sign and date the completed, reference questionnaire;
(iii) seal the completed, signed, and dated, reference questionnaire within the envelope
provided;
RFP # 31701-03107
27

RFP ATTACHMENT 6.2. SECTION B (continued)

RESPONDENT LEGAL ENTITY
NAME:
Response
Page #
(Respondent
completes)

Item
Ref.

Section B General Qualifications & Experience Items

(iv) sign his or her name in ink across the sealed portion of the envelope; and
(v) return the sealed envelope containing the completed reference questionnaire directly to
the Respondent (the Respondent may wish to give each reference a deadline, such that
the Respondent will be able to collect all required references in time to include them within
the sealed Technical Response).
(d) Do NOT open the sealed references upon receipt.
(e) Enclose all sealed reference envelopes within a larger, labeled envelope for inclusion in the
Technical Response as required.
NOTES:
The State will not accept late references or references submitted by any means other than that
which is described above, and each reference questionnaire submitted must be completed as
required.
The State will not review more than the number of required references indicated above.
While the State will base its reference check on the contents of the sealed reference envelopes
included in the Technical Response package, the State reserves the right to confirm and clarify
information detailed in the completed reference questionnaires, and may consider clarification
responses in the evaluation of references.
The State is under no obligation to clarify any reference information.

B.18.

Provide a statement and any relevant details addressing whether the Respondent is any of the
following:
(a) is presently debarred, suspended, proposed for debarment, or voluntarily excluded
from covered transactions by any federal or state department or agency;
(b)

has within the past three (3) years, been convicted of, or had a civil judgment rendered
against the contracting party from commission of fraud, or a criminal offence in
connection with obtaining, attempting to obtain, or performing a public (federal, state, or
local) transaction or grant under a public transaction; violation of federal or state
antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;

(c) is presently indicted or otherwise criminally or civilly charged by a government entity

(federal, state, or local) with commission of any of the offenses detailed above; and has
within a three (3) year period preceding the contract had one or more public
transactions (federal, state, or local) terminated for cause or default.
SCORE (for all Section BQualifications & Experience Items above):
(maximum possible score = 20)
State Use Evaluator Identification:

RFP # 31701-03107
28

RFP ATTACHMENT 6.2. SECTION C

TECHNICAL RESPONSE & EVALUATION GUIDE
SECTION C: TECHNICAL QUALIFICATIONS, EXPERIENCE & APPROACH. The Respondent must address all items
(below) and provide, in sequence, the information and documentation as required (referenced with the associated item
references). The Respondent must also detail the response page number for each item in the appropriate space below.
A Proposal Evaluation Team, made up of three or more State employees, will independently evaluate and score the response
to each item. Each evaluator will use the following whole number, raw point scale for scoring each item:
0 = little value

1 = poor

2 = fair

3 = satisfactory

4 = good

5 = excellent

The Solicitation Coordinator will multiply the Item Score by the associated Evaluation Factor (indicating the relative emphasis
of the item in the overall evaluation). The resulting product will be the items Raw Weighted Score for purposes of calculating
the section score as indicated.

RESPONDENT LEGAL ENTITY

NAME:
Response
Page #
(Respondent
completes)

Item
Ref.

C.1.

C.2.

C.3.

C.4.

C.5.

C.6.

C.7.

Section C Technical Qualifications,

Experience & Approach Items

Item
Score

Evaluation
Factor

Provide a narrative that illustrates the Respondents

understanding of the States requirements and project
schedule.

Provide a narrative that illustrates how the Respondent will

complete the scope of services, accomplish required
objectives, and meet the States project schedule.

Provide a narrative that illustrates how the Respondent will

manage the project, ensure completion of the scope of
services, and accomplish required objectives within the
States project schedule.

How many large (over 13,000 square feet of raised floor

space) data centers have you provided facility management
services for in the last five (5) years?

Provide a brief, descriptive statement indicating the

Respondents approach to delivering the services sought
under the RFP for maintenance and repair services for this
Project.

Provide a statement of how the Respondent intends to

address all major disciplines (architectural, structural, civil,
mechanical, plumbing, electrical, and special consultants)
throughout all aspects of this RFP.

Provide a comprehensive narrative, captioned Data Center

Staffing Plan, that illustrates how the Respondent will staff.
This Plan shall include proposed on-site team, and support
staffing. The Plan shall include:
o Identity of the Respondents on-site team, and
business administration team. These individuals
cannot be substituted without written approval of the
State.
o Respondents staffing for this particular project shall
be indicative of their ability to provide professional
project management, operational expertise, and
building administration that is effective, efficient, and
thorough.

Raw
Weighted
Score

RFP # 31701-03107
29

RFP ATTACHMENT 6.2. SECTION C (continued)

RESPONDENT LEGAL ENTITY
NAME:
Response
Page #
(Respondent
completes)

Item
Ref.

Section C Technical Qualifications,

Experience & Approach Items
o

Item
Score

Evaluation
Factor

Provide the amount of time (in hours for positions)

that each of the key personnel presented in Section
B, Item Ref. B.13., above will be committed to this
Project, and who will be responsible for the following
services and overall project management.

Operations: Preventative maintenance, repairs,

equipment analysis, testing, calibrating, etc.

Administration: Budget administration, quality

control/inspections, shop drawing process /
review, work order process / review, schedule
control, and planning, safety, etc.

C.8.

Describe the added value your organization will offer to OIR

both immediately and in the long term.

C.9.

Describe your process for change management and your

policies for disruptive maintenance and system upgrades.

C.10.

Describe generally how your organization proposes to

seamlessly manage transition of these services from the
Incumbent to your company, should you be awarded this
contract. Please provide high level specifications of your
transition plan with sufficient detail for the State to be able to
determine the quality and reasonableness of the
Respondents approach.

Provide details outlining the process for determining the

format and frequency of reporting functional performance
metrics.

C.12.

Describe your organizations methodology for supporting the

States data centers on a 7x24x365 basis.

C.13.

Describe your organizations approach to total quality

management, and your organizations total quality plan.
Describe OIRs role in your quality assurance processes.

Describe how you will assess your actual performance

against the services established in the Contract. What metrics
will be used to gauge service performance? Provide
examples.

Describe what technical training your organizations

employees are given, both upon their initial hiring and
throughout their employment.

State the percent of turnover of key personnel and all other

staff for each of the last three (3) years in the segment of your
organization that will be responsible for performing the
services contemplated by this solicitation. Explain how your
company will provide personnel available to back fill on-site
required staffing.

Describe what your company considers normal everyday

C.11.

C.14.

C.15.

C.16.

C.17.

Raw
Weighted
Score

RFP # 31701-03107
30

RFP ATTACHMENT 6.2. SECTION C (continued)

RESPONDENT LEGAL ENTITY
NAME:
Response
Page #
(Respondent
completes)

Item
Ref.

Section C Technical Qualifications,

Experience & Approach Items

Item
Score

Evaluation
Factor

Raw
Weighted
Score

operating procedures (e.g. monitoring procedures, test plans,

managing parts inventory, review maintenance logs, establish
maintenance schedules, emergency response, etc.).
C.18.

Describe what services your company typically performs as a

part of normal everyday operating duties (e.g. monitoring
procedures, test plans, managing parts inventory, review
maintenance logs, establish maintenance schedules,
emergency response, etc.).

Describe how your company manages the many disciplines of

total plant management including; complex megawatt UPS
systems, elaborate HVAC systems, plumbing, roofing,
foundation, piping, wiring, structure, and general conditions /
simple repairs like drywall patches and moving furniture.

Describe how your company determines that it is not cost

effective to repair a piece of equipment and when
replacement is more cost effective.

C.21.

Describe how your company determines which services it will

self-perform and which it will subcontract.

C.22.

Describe how your company manages data centers differently

from other facilities and what special considerations are
given.

Describe how your company maintains required certifications

/ education with relevant industry standards, manufacturers
recommendations, and national standards (e.g. NEC, NFPA,
IEEE, ISO).

C.24.

Describe how your company staff covers a facility that

requires staff support of 7x24x365.

C.25.

Provide any recommendations you might have for a Facility

Management Company that must manage third-party
contracts with other vendors in order to meet a clients facility
management needs. What do you consider essential to the
effective management of such relationships?

Describe how your company manages catastrophic events

that would require extended on-site presence and staff
augmentation.

Describe your companys selection process for subcontractors and your vendor management process /
procedures.

Describe your companys familiarity with Standard Operating

Procedures - specifically within a mission critical
environment?

Describe how your company maintains a documentation

library including policies, procedures, and equipment

C.19.

C.20.

C.23.

C.26.

C.27.

C.28.

C.29.

RFP # 31701-03107
31

RFP ATTACHMENT 6.2. SECTION C (continued)

RESPONDENT LEGAL ENTITY
NAME:
Response
Page #
(Respondent
completes)

Item
Ref.

Section C Technical Qualifications,

Experience & Approach Items

Item
Score

Evaluation
Factor

Raw
Weighted
Score

manuals.
C.30.

Describe how your company develops facility reliability /

availability metrics for mechanical systems, electrical
systems, system performance, and outages and incident
response.

C.31.

Describe how your company develops KPIs / metrics, review

procedures, and schedules.

C.32.

Describe how your company develops Service Levels, review

procedures, penalties, and schedules.

C.33.

Describe how your company develops measurements, and

reporting programs to ensure all critical systems, alerts, and
faults are being properly monitored and all systems are being
adequately maintained.

Describe the IT systems your company will use in support of

this contract. How do they track preventive maintenance and
on-demand work orders? What type of reporting do they
provide? Do you have a Call Center?

C.35.

Besides cost, describe what your company would consider a

differentiator between competitors.

C.36.

Provide any recommendations you might have for a Facility

Management Company that must manage third-party
contracts with other vendors in order to meet a clients lawn
care requirements.

Provide any recommendations you might have for a Facility

Management Company that must manage third-party
contracts with other vendors in order to meet a clients critical
facility security needs.

Describe your companys initial training and on-going

education plans to provide security and emergency response
qualifications services.

C.34.

C.37.

C.38.

The Solicitation Coordinator will use this sum and the formula below to
calculate the section score. All calculations will use and result in numbers
rounded to two (2) places to the right of the decimal point.

Total Raw Weighted Score

Maximum Possible Raw Weighted Score
(i.e., 5 x the sum of item weights above)

Total Raw Weighted Score:

(sum of Raw Weighted Scores above)

X 50
(maximum possible score)

= SCORE:

State Use Evaluator Identification:

RFP # 31701-03107
32

RFP ATTACHMENT 6.2. SECTION C (continued)

RESPONDENT LEGAL ENTITY
NAME:
Response
Page #
(Respondent
completes)

Item
Ref.

Section C Technical Qualifications,

Experience & Approach Items

Item
Score

Evaluation
Factor

Raw
Weighted
Score

State Use Solicitation Coordinator Signature, Printed Name & Date:

RFP # 31701-03107
33

RFP ATTACHMENT 6.3.

COST PROPOSAL & SCORING GUIDE
NOTICE: THIS COST PROPOSAL MUST BE COMPLETED EXACTLY AS REQUIRED
COST PROPOSAL SCHEDULE The Cost Proposal, detailed below, shall indicate the proposed price for goods or services defined in the Scope of Services of the RFP
Attachment 6.6., Pro Forma Contract and for the entire contract period. The Cost Proposal shall remain valid for at least one hundred twenty (120) days subsequent to the date
of the Cost Proposal opening and thereafter in accordance with any contract resulting from this RFP. All monetary amounts shall be in U.S. currency and limited to two (2)
places to the right of the decimal point.
All costs proposed below in the form of dollar amounts must be proposed with no more than two (2) positions to the right of the decimal point. The Respondent should not leave
any Cost Proposal cells blank; for evaluation purposes, the State will interpret a blank in a Cost Proposal cell as a proposed amount of zero (0) for the item in question.
NOTICE:

The Evaluation Factor associated with each cost item is for evaluation purposes only. The evaluation factors do NOT and should NOT be construed as any
type of volume guarantee or minimum purchase quantity. The evaluation factors shall NOT create rights, interests, or claims of entitlement in the Respondent.
Notwithstanding the cost items herein, pursuant to the second paragraph of the Pro Forma Contract section C.1. (refer to RFP Attachment 6.6.), The State is
under no obligation to request work from the Contractor in any specific dollar amounts or to request any work at all from the Contractor during any period of this
Contract.
This Cost Proposal must be signed, in the space below, by an individual empowered to bind the Respondent to the provisions of this RFP and any contract
awarded pursuant to it. If said individual is not the President or Chief Executive Officer, this document must attach evidence showing the individuals authority
to legally bind the Respondent.

RESPONDENT SIGNATURE:

PRINTED NAME & TITLE:

DATE:

RESPONDENT LEGAL ENTITY NAME:

RFP # 31701-03107
34

RFP ATTACHMENT 6.3. (continued)

TABLE A MONTHLY MAINTENANCE FEE

Monthly fee to provide all routine maintenance products and services, for both data center locations, as described in Contract Section C.3.b.i and Contract
Attachment B.
The Respondent must propose a single rate in each Proposed Cost cell. In a given cell, do NOT propose more than a single rate and do NOT propose a
range of rates.
Proposed Cost
Year 1
(01/26/15
01/25/16)

Cost Item Description

Monthly Maintenance Fee

Year 2
(01/26/16
01/25/17)
$

/ MONTH

Year 3
(01/26/17
01/25/18)
$

/ MONTH

State Use ONLY

Year 4
(01/26/18
01/25/19)
$

/ MONTH

Year 5
(01/26/19
01/25/20)

Sum

$
/ MONTH

Evaluation
Factor

Evaluation Cost
(sum x factor)

12

/ MONTH

TABLE A EVALUATION COST AMOUNT (sum of evaluation costs above):

State Use Solicitation Coordinator Signature, Printed Name & Date:

TABLE B REIMBURSABLE LABOR HOURLY RATES

Reimbursable labor hourly rates, as described in Contract Section [Link], Contract Attachment B, and Contract Attachment E.
NOTE: Reimbursable Labor Hourly Rates for the Facility Manager, Senior Journeyman Level Electrician, and Senior Journeyman Level Mechanical and HVAC
Specialist will only apply in cases in which the State requires work from these personnel that is above the 40 hours per week that the State receives as a part
of the Monthly Maintenance Fee [see Contract Sections A.23, and C.3.b.i.(2) and [Link].(3)]
The Respondent must propose a single rate in each Proposed Cost cell. In a given cell, do NOT propose more than a single rate and do NOT propose a
range of rates.
Proposed Cost
Year 1
(01/26/15
01/25/16)

Cost Item Description

Facility Manager

Year 2
(01/26/16
01/25/17)
$

/ HOUR
Architect

$
/ HOUR

$
/ HOUR

Year 3
(01/26/17
01/25/18)

Year 4
(01/26/18
01/25/19)
$

/ HOUR
$

/ HOUR

State Use ONLY

$
/ HOUR

$
/ HOUR

Year 5
(01/26/19
01/25/20)
/ HOUR
$

/ HOUR

/ HOUR

Sum

Evaluation
Factor

Evaluation Cost
(sum x factor)

150

20

RFP # 31701-03107
35

RFP ATTACHMENT 6.3. (continued)

TABLE B REIMBURSABLE LABOR HOURLY RATES

Reimbursable labor hourly rates, as described in Contract Section [Link], Contract Attachment B, and Contract Attachment E.
NOTE: Reimbursable Labor Hourly Rates for the Facility Manager, Senior Journeyman Level Electrician, and Senior Journeyman Level Mechanical and HVAC
Specialist will only apply in cases in which the State requires work from these personnel that is above the 40 hours per week that the State receives as a part
of the Monthly Maintenance Fee [see Contract Sections A.23, and C.3.b.i.(2) and [Link].(3)]
The Respondent must propose a single rate in each Proposed Cost cell. In a given cell, do NOT propose more than a single rate and do NOT propose a
range of rates.
Proposed Cost
Year 1
(01/26/15
01/25/16)

Cost Item Description

Mechanical Engineer

Year 2
(01/26/16
01/25/17)
$

/ HOUR
Electrical Engineer

Senior Journeyman Level Mechanical

and HVAC Specialist

Plumber

$
/ HOUR
$
/ HOUR

Senior Level Plumber

$
/ HOUR

Project Manager

$
/ HOUR

Unskilled Labor

$
/ HOUR

General Skilled Labor

$
/ HOUR

/ HOUR
$

/ HOUR
$

/ HOUR

/ HOUR

/ HOUR

/ HOUR
$

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

Year 5
(01/26/19
01/25/20)

/ HOUR

/ HOUR

/ HOUR

/ HOUR

Year 4
(01/26/18
01/25/19)

/ HOUR

/ HOUR

/ HOUR
Senior Journeyman Level Electrician

$
/ HOUR

/ HOUR
Licensed Electrician

Year 3
(01/26/17
01/25/18)

State Use ONLY

/ HOUR
$

/ HOUR

/ HOUR

Sum

Evaluation
Factor

Evaluation Cost
(sum x factor)

20

20

20

150

150

20

20

20

50

50

RFP # 31701-03107
36

RFP ATTACHMENT 6.3. (continued)

TABLE B REIMBURSABLE LABOR HOURLY RATES

Reimbursable labor hourly rates, as described in Contract Section [Link], Contract Attachment B, and Contract Attachment E.
NOTE: Reimbursable Labor Hourly Rates for the Facility Manager, Senior Journeyman Level Electrician, and Senior Journeyman Level Mechanical and HVAC
Specialist will only apply in cases in which the State requires work from these personnel that is above the 40 hours per week that the State receives as a part
of the Monthly Maintenance Fee [see Contract Sections A.23, and C.3.b.i.(2) and [Link].(3)]
The Respondent must propose a single rate in each Proposed Cost cell. In a given cell, do NOT propose more than a single rate and do NOT propose a
range of rates.
Proposed Cost
Year 1
(01/26/15
01/25/16)

Cost Item Description

Custodian

Year 2
(01/26/16
01/25/17)
$

/ HOUR
Lawn Care Supervisor

Senior Security Officer

$
/ HOUR

Security Supervisor

$
/ HOUR

/ HOUR
$

/ HOUR
$

/ HOUR

/ HOUR

/ HOUR

/ HOUR
$

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

/ HOUR

Year 5
(01/26/19
01/25/20)

/ HOUR

/ HOUR

/ HOUR

/ HOUR

Year 4
(01/26/18
01/25/19)

/ HOUR

/ HOUR

/ HOUR
Security Officer

$
/ HOUR

/ HOUR
Lawn Care Specialist

Year 3
(01/26/17
01/25/18)

State Use ONLY

/ HOUR
$

/ HOUR

/ HOUR

Sum

Evaluation
Factor

Evaluation Cost
(sum x factor)

100

40

40

120

120

40

TABLE B EVALUATION COST AMOUNT (sum of evaluation costs above):

State Use Solicitation Coordinator Signature, Printed Name & Date:

RFP # 31701-03107
37

RFP ATTACHMENT 6.3. (continued)

TABLE C PARTS/SUPPLIES MARK-UP PERCENTAGE

Mark-up percentage to be applied to part/supplies, as described in Contract Section [Link] and Contract Attachment B.
The Respondent shall propose this number to be interpreted as preceding a percent sign; for example, 3.1 percent would be proposed as 3.1, NOT
.031.
Proposed Cost
Cost Item Description

Parts/Supplies Mark-Up
Percentage

Year 1
(01/26/15
01/25/16)
PERCENT (%)

Year 2
(01/26/16
01/25/17)
PERCENT (%)

State Use ONLY

Year 3
(01/26/17
01/25/18)

Year 4
(01/26/18
01/25/19)

Year 5
(01/26/19
01/25/20)

PERCENT (%)

PERCENT (%)

PERCENT (%)

Sum

Evaluation
Factor

Evaluation Cost
(sum x factor)

142,000

TABLE C EVALUATION COST AMOUNT (sum of evaluation costs above):

State Use Solicitation Coordinator Signature, Printed Name & Date:

TABLE D DIESEL FUEL MARK-UP PERCENTAGE

Mark-up percentage to be applied to diesel fuel, as described in Contract Section [Link] and Contract Attachment B.
The Respondent shall Propose this number to be interpreted as preceding a percent sign; for example, 3.1 percent would be proposed as 3.1, NOT
.031.
Proposed Cost
Cost Item Description

Diesel Fuel Mark-Up

Percentage

State Use ONLY

Year 1
(01/26/15
01/25/16)

Year 2
(01/26/16
01/25/17)

Year 3
(01/26/17
01/25/18)

Year 4
(01/26/18
01/25/19)

Year 5
(01/26/19
01/25/20)

PERCENT (%)

PERCENT (%)

PERCENT (%)

PERCENT (%)

PERCENT (%)

Sum

Evaluation
Factor

Evaluation Cost
(sum x factor)

7,000

TABLE D EVALUATION COST AMOUNT (sum of evaluation costs above):

State Use Solicitation Coordinator Signature, Printed Name & Date:

RFP # 31701-03107
38

RFP ATTACHMENT 6.3. (continued)

TABLE E MONTHLY LAWN CARE FEE

Monthly fee to provide lawn care services, as described in Contract Section A.30 and Contract Attachment B. This fee is to be proposed as a monthly cost to
provide lawn care services for one (1) acre for one (1) month.
The Respondent must propose a single rate in each Proposed Cost cell. In a given cell, do NOT propose more than a single rate and do NOT propose a
range of rates. For compensation purposes, this fee will be prorated for any partial acres [see Contract Section [Link].(1)].
Proposed Cost
Year 1
(01/26/15
01/25/16)

Cost Item Description

Monthly Lawn Care Fee, per Acre of

Lawn

Year 2
(01/26/16
01/25/17)
$

/ ACRE
/ MONTH

Year 3
(01/26/17
01/25/18)
$

/ ACRE
/ MONTH

State Use ONLY

Year 4
(01/26/18
01/25/19)
$

/ ACRE
/ MONTH

Year 5
(01/26/19
01/25/20)

Sum

Evaluation
Factor

Evaluation Cost
(sum x factor)

$
/ ACRE
/ MONTH

/ ACRE
/ MONTH

180

TABLE E EVALUATION COST AMOUNT (sum of evaluation costs above):

State Use Solicitation Coordinator Signature, Printed Name & Date:

TABLE F MONTHLY SECURITY SERVICES FEE

Monthly fee to provide Security Services, for both data center locations, as described in Contract Section A.31 and Contract Attachment B.
The Respondent must propose a single rate in each Proposed Cost cell. In a given cell, do NOT propose more than a single rate and do NOT propose a
range of rates.
Proposed Cost
Year 1
(01/26/15
01/25/16)

Cost Item Description

Monthly Security Services Fee

Year 2
(01/26/16
01/25/17)
$

/ MONTH

Year 3
(01/26/17
01/25/18)
$

/ MONTH

State Use ONLY

Year 4
(01/26/18
01/25/19)
$

/ MONTH

Year 5
(01/26/19
01/25/20)
$

/ MONTH

/ MONTH

Sum

Evaluation
Factor

Evaluation Cost
(sum x factor)

12

TABLE F EVALUATION COST AMOUNT (sum of evaluation costs above):

RFP # 31701-03107
39

RFP ATTACHMENT 6.3. (continued)

TABLE F MONTHLY SECURITY SERVICES FEE

Monthly fee to provide Security Services, for both data center locations, as described in Contract Section A.31 and Contract Attachment B.
The Respondent must propose a single rate in each Proposed Cost cell. In a given cell, do NOT propose more than a single rate and do NOT propose a
range of rates.
Proposed Cost
Cost Item Description

Year 1
(01/26/15
01/25/16)

Year 2
(01/26/16
01/25/17)

Year 3
(01/26/17
01/25/18)

State Use ONLY

Year 4
(01/26/18
01/25/19)

Year 5
(01/26/19
01/25/20)

Sum

Evaluation
Factor

Evaluation Cost
(sum x factor)

State Use Solicitation Coordinator Signature, Printed Name & Date:

EVALUATION COST AMOUNT AND COST PROPOSAL SCORE

TOTAL EVALUATION COST AMOUNT (The Solicitation Coordinator will add the Evaluation Cost Amounts from Tables A, B, C, D, E, and F):
The Solicitation Coordinator will use this sum and the formula below to calculate the Cost Proposal Score. Numbers rounded to two (2) places to the right of the decimal
point will be standard for calculations.

lowest evaluation cost amount from all proposals

evaluation cost amount being evaluated

x 30
(maximum section
score)

= SCORE:

State Use Solicitation Coordinator Signature, Printed Name & Date:

RFP # 31701-03107
40

RFP ATTACHMENT 6.4.

REFERENCE QUESTIONNAIRE
The standard reference questionnaire provided on the following pages of this attachment MUST be
completed by all individuals offering a reference for the Respondent.
The Respondent will be solely responsible for obtaining completed reference questionnaires as required (refer to
RFP Attachment 6.2., Technical Response & Evaluation Guide, Section B, Item B.17.), and for enclosing the
sealed reference envelopes within the Respondents Technical Response.

RFP # 31701-03107
41

RFP # 31701-03107 REFERENCE QUESTIONNAIRE

REFERENCE SUBJECT: RESPONDENT NAME (completed by Respondent before reference is requested)
The reference subject specified above, intends to submit a response to the State of Tennessee in response to
the Request for Proposals (RFP) indicated. As a part of such response, the reference subject must include a
number of completed and sealed reference questionnaires (using this form).
Each individual responding to this reference questionnaire is asked to follow these instructions:
complete this questionnaire (either using the form provided or an exact duplicate of this document);
sign and date the completed questionnaire;
seal the completed, signed, and dated questionnaire in a new standard #10 envelope;
sign in ink across the sealed portion of the envelope; and
return the sealed envelope containing the completed questionnaire directly to the reference subject.

(1)

What is the name of the individual, company, organization, or entity responding to this reference
questionnaire?

(2)

Please provide the following information about the individual completing this reference
questionnaire on behalf of the above-named individual, company, organization, or entity.

NAME:

TITLE:

TELEPHONE #

E-MAIL ADDRESS:

(3)

What goods or services does/did the reference subject provide to your company or organization?

(4)

Describe your data center facility. Does your facility require and conduct uninterruptible power
and non-disruptive service maintenance?

RFP # 31701-03107
42

RFP # 31701-03107 REFERENCE QUESTIONNAIRE PAGE 2

(5)

Describe your satisfaction with the technical expertise (complex power and cooling systems) with
which the reference subject provided your company or organization.

(6)

What is the level of your overall satisfaction with the reference subject as a vendor of the goods
or services described above?
Please respond by circling the appropriate number on the scale below.

1
least satisfied

5
most satisfied

If you circled 3 or less above, what could the reference subject have done to improve that rating?

(7)

If the goods or services that the reference subject provided to your company or organization are
completed, were the goods or services provided in compliance with the terms of the contract, on
time, and within budget? If not, please explain.

(8)

If the reference subject is still providing goods or services to your company or organization, are
these goods or services being provided in compliance with the terms of the contract, on time, and
within budget? If not, please explain.

(9)

How satisfied are you with the reference subjects ability to perform based on your expectations
and according to the contractual arrangements?

(10)

In what areas of goods or service delivery does/did the reference subject excel?

(11)

In what areas of goods or service delivery does/did the reference subject fall short?

RFP # 31701-03107
43

RFP # 31701-03107 REFERENCE QUESTIONNAIRE PAGE 3

(12)

What is the level of your satisfaction with the reference subjects project management structures,
processes, and personnel?
Please respond by circling the appropriate number on the scale below.

least satisfied

most satisfied

What, if any, comments do you have regarding the score selected above?

(13)

Considering the staff assigned by the reference subject to deliver the goods or services described
in response to questions 3 and 5 above, how satisfied are you with the technical abilities,
professionalism, and interpersonal skills of the individuals assigned?
Please respond by circling the appropriate number on the scale below.

least satisfied

most satisfied

What, if any, comments do you have regarding the score selected above?

(14)

Would you contract again with the reference subject for the same or similar goods or services?
Please respond by circling the appropriate number on the scale below.

least satisfied

most satisfied

What, if any, comments do you have regarding the score selected above?

RFP # 31701-03107
44

RFP # 31701-03107 REFERENCE QUESTIONNAIRE PAGE 4

REFERENCE SIGNATURE:
(by the individual completing this
request for reference information)
(must be the same as the signature across the envelope seal)

DATE:

RFP # 31701-03107
45

RFP ATTACHMENT 6.5.

SCORE SUMMARY MATRIX
RESPONDENT NAME

RESPONDENT NAME

RESPONDENT NAME

GENERAL QUALIFICATIONS
& EXPERIENCE
(maximum: 20)

EVALUATOR NAME
EVALUATOR NAME
REPEAT AS NECESSARY
AVERAGE:

AVERAGE:

AVERAGE:

AVERAGE:

AVERAGE:

AVERAGE:

SCORE:

SCORE:

SCORE:

TECHNICAL
QUALIFICATIONS,
EXPERIENCE & APPROACH
(maximum: 50)

EVALUATOR NAME
EVALUATOR NAME
REPEAT AS NECESSARY

COST PROPOSAL
(maximum: 30)

TOTAL RESPONSE
EVALUATION SCORE:
(maximum: 100)

Solicitation Coordinator Signature, Printed Name & Date:

RFP # 31701-03107
46

RFP ATTACHMENT 6.6.

RFP # 31701-03107 PRO FORMA CONTRACT
The Pro Forma Contract detailed in following pages of this exhibit contains some blanks (signified by
descriptions in capital letters) that will be completed with appropriate information in the final contract
resulting from the RFP.

RFP # 31701-03107
47

CONTRACT
BETWEEN THE STE OF TENNESSEE,
DEPARTMENT OF FINANCE AND ADMINISTRATION
AND
CONTRACTOR NAME
This Contract, by and between the State of Tennessee, Department of Finance and Administration,
hereinafter referred to as the State and Contractor Legal Entity Name, hereinafter referred to as the
Contractor, is for the provision of facility management services for both of the States service centers, as
further defined in the "SCOPE OF SERVICES."
The Contractor is a/an Individual, For-Profit Corporation, Non-Profit Corporation, Special Purpose
Corporation Or Association, Partnership, Joint Venture, Or Limited Liability Company.
Contractor Place of Incorporation or Organization: Location
Contractor Edison Registration ID # Number
A.

SCOPE OF SERVICES:

A.1.

The Contractor shall provide all service and deliverables as required, described, and detailed
herein and shall meet all service and delivery timelines as specified by this Contract.

A.2.

Summary of Services
This contract includes the maintenance, repair, and managing of general building operations as
described in this contract for two State mission critical facilities; the Tennessee South Service
Center (TSSC) and the Capitol Complex Service Center (CCSC). The Contractor will be
responsible for complete operations, maintenance, and repair of electrical, mechanical, plumbing
and fire protection systems, general building operations, monitoring and reporting on
infrastructure components, and general building maintenance (i.e. painting, flooring, furniture /
cube configurations, and general repairs). The Contractor must provide a complete range of
services, so the State of Tennessee will have the convenience of dealing with a single provider
for all their facility operations, maintenance and repair needs. The Contractor will provide all
services, but not limited to the services as described in this section. The Contractor will maintain
in perfect working order any / all mechanical, electrical, and plumbing infrastructure components
and provide for all building repair, upkeep, and maintenance. The Contractor will develop a safety
program and monitor and report results.
NOTE: The Tennessee South Service Center (TSSC) is designed as a Tier III or Tier IV facility,
as defined by the Uptime Institute. All elements of a Tier III facility are incorporated in the design,
and additionally includes the redundant power components required by the Tier IV classification.
This data center has one active path with redundant components. It is concurrently maintainable
with a 99.99% availability target. Planned maintenance activities will be performed on this data
center without causing any disruptions. Preventative maintenance, testing, and repair will be
scheduled and carried out without shutting down the infrastructure. The services provided by the
Contractor are subject to the requirements and performance metrics [Key Performance Indicators
(KPIs) and Service Levels] detailed in Contract Attachment C.
The Capitol Complex Service Center (CCSC) facility is a Tier II facility as defined by the Uptime
Institute (please refer to the Uptime Institutes web site for more information).
The Contractor will develop processes, procedures, and controls to maintain cost effective
solutions that support the overarching goals.

A.3.

Products and services provided under this contract shall fall into one of five categories:
a.

Routine Maintenance Items;

b.

Standard Time and Materials (T&M) Items;

c.

Cost-Capped Materials;
RFP # 31701-03107
48

d.

Lawn Care Services; and,

e.

Security Services.

See Contract Section C.3 for descriptions of these categories, along with their associated
payment methodologies. See Contract Attachment B for a table which classifies the products and
services described below according to their compensation mechanisms.
A.4.

Building Analysis and Condition Assessment. Within six (6) months after the Contract Start Date
the Contractor will perform a thorough analysis of the data center buildings for the purpose of
determining and documenting existing conditions and requirements for improvements. The
Contractor will field-verify accuracy of available as-built drawings and generate required drawings
for areas where drawings do not exist. Studies include, but are not limited to, the buildings
mechanical and electrical systems, indoor air and water quality, and energy usage and
TM
sustainable design attributes, including feasibility to meet LEED certification, Energy Star, and
all State environmental Executive Orders, rules, and regulations. Budgetary implications shall
also be included for recommended improvements. The State of Tennessee shall evaluate all
recommendations and must approve any / all improvements to be made.

A.5.

Building Condition Remediation. If requested by the State, the Contractor will perform any / all
services to remediate any deficiencies, flaws, defects, inadequacies, or abnormal conditions. All
costs will be identified and presented to the State prior to approval to proceed and shall be
broken down as follows:
a.

Labor for building remediation activities; and,

b.

Parts/supplies required for remediation activities.

These improvements do not exclude the Contractor from obligations to service the facility as
specified elsewhere in this agreement. The Contractor fully accepts responsibility to maintain the
facility and accepts all conditions of the building day one.
A.6.

Glossary. For the meanings of acronyms and certain definitions used throughout the Contract,
refer to Contract Attachment G, Glossary.

A.7.

Standard Operating Procedures (SOP) Manual

A.8.

a.

Within ninety (90) days after the Contract Start Date, the Contractor will provide an SOP
manual for all maintenance and support activity described in this section. A copy shall be
furnished to and subject to approval by the State. The same SOP manual shall be used
for both data centers.

b.

SOP manuals must be kept highly available, on-site, up-to-date, and shall reflect all
standard operating procedures for all required maintenance activities. The Contractor will
use Microsoft Word and a State provided template. The Contractor will have thirty (30)
days to write, amend, and re-issue any SOP deficiencies found by the State.

Transition Period at the Beginning and End of Contract

a.

b.

Beginning of Contract.
i.

The Contractor will participate in the transition phase and cooperate fully with the
current contract holder.

ii.

The transition from the current contract holder will be no longer than one hundred
twenty (120) days beginning from the Contract Start Date.

End of Contract. If, at the end of this contract period a new proposer wins the contract for
the next contract period, the last six (6) months of the current contract will serve as a
mandatory transition phase.
RFP # 31701-03107
49

A.9.

A.10.

i.

The Contractor agrees to fully cooperate with any subsequent Contractor(s)

during this overlap time and make certain that there is a smooth transition.

ii.

The Contractor will submit a written transition plan for approval by the State
within six (6) months prior to the end of the current contract. The transition plan
will have two separate sections, one for each data center, and each section will
address items such as:
(1)

Current maintenance schedule and logs for all MEP (Mechanical,

Electrical and Plumbing) equipment.

(2)

Up-to-date report on status of all equipment warranty or maintenance

agreements (including all warranty/maintenance expiration/renewal
dates).

(3)

Current operating status on all equipment.

(4)

Inventories of spare parts, and all other consumables such as cleaning

supplies, filters, lubricants, and fuel. The Contractor must maintain
sufficient inventories of parts and supplies to enable the Contractor to
meet all of the States Key Performance Indicators (KPIs), as detailed in
Contract Attachment C.

(5)

Lists of Contractors subcontractors used for maintenance.

(6)

List of any deficiencies and remediation plans to rectify those

deficiencies.

(7)

List any future planned maintenance / repair activities.

Alert Monitoring Per Data Center. The Contractor shall provide the following services for each
Data Center site location:
a.

The Contractor will investigate, document, and implement best practices for monitoring
critical mechanical, electrical, and plumbing systems (what alerts / how to monitor
7X24X365).

b.

The Contractor will develop and review procedures for planned response to critical
events; develop service plans and schedules, and a plan for adherence.

c.

The Contractor will develop and document a complete set of test plans that ensure all
critical systems are operable and calibrated properly.

d.

Alert monitoring and response will be real time (7x24x365). Electricians, HVAC
specialists, and Facility Managers are required to carry two-way radios and pagers to
respond to any / all critical alerts for HVAC (Heating Ventilation and Air Conditioning) and
electrical emergencies (Contractor provides communication equipment). Cell phones are
required for the Facility Managers and their designees. Acceptable emergency response
times are within twenty (20) minutes for call back, and on-site and working the issue
within two (2) hours. Priority repairs will be worked until issue is resolved or until a
workaround has been put in place. The State will review and approve all policies and
methodologies. The Contractor will provide all contact information and keep it up-to-date
and the State will retain all contact information for use at its discretion. This includes
contact information for both on-site staff as well as emergency after-hour contacts for
service providers.

Physical Plant Systems

a.

Follow all industry best practices for operations, maintenance, and monitoring of the
following:
i.

HVAC (end to end);

RFP # 31701-03107
50

ii.

Uninterruptable Power Supply (UPS) (All systems, static transfer switches,

remote power panels, breakers, etc);

iii.

Power (utility and generators - end to end);

iv.

Fire alert / suppression;

v.

Facility security equipment;

vi.

Building shell;

vii.

Water leak detection (interior / and building shell);

viii.

Building plumbing, roofing, foundation, piping, wiring, structure, and general

condition; and,

ix.

Storm water monitoring and control.

b.

The Contractor will maintain complete as-built building drawings for each data center
and create schematics where they dont exist.

c.

The Contractor will develop and maintain maintenance schedules for all equipment and
the buildings infrastructure.

d.

The Contractor shall provide a Computerized Maintenance Management System

(CMMS) for tracking, monitoring, etc. The State will have the right to review the system
and will own all maintenance data captured by the CMMS.

e.

The Contractor will ensure all filters, belts, fasteners, fixtures, lubricants, and other
routine maintenance items are installed, working properly.

f.

The Contractor will maintain a supply of maintenance and critical replacement

parts/supplies, either on-site or readily available (within 24 hours).

g.

The Contractor will maintain a complete hardware set (bolts, washers, screws, nails, tiewraps, fasteners, glues, etc.) in order to maintain the facility.

h.

The Contractor will provide complete up-to-date documentation. This documentation

should include naming standards and conventions for all components, UPS, breakers,
Power Distribution Units (PDUs), through to the receptacle. The documentation should
include a best practice model for maintaining an accurate accounting of all circuits and
what computer equipment is powered by which breaker. Detailed panel schedules will be
provided to the Contractor.

i.

Contractor will provide a method for tracking and measuring circuit loads and capacity, as
not to allow any over loading or underutilization of UPS, PDUs or circuits.

j.

The Contractor will provide (for new or modified equipment) and maintain interfaces into
the facilities monitoring and control systems. The Contractor will ensure that all critical
systems are properly monitored in real time and have a planned and documented
response to critical events. The State will review and approve all policies and
methodologies.

k.

Contractor will perform any enhancements or break/fix repairs needed to maintain the
physical plant systems.

Note: See Contract Attachment H for a list of specific equipment to be maintained, monitored, and
repaired under this contract. This list includes the major components and is not the complete list
of the Contractors responsibilities. Note also that this list is subject to change at the States
request; such changes shall be effected through a Memorandum of Understanding (MOU).
A.11.

Preventative Maintenance. The Contractor will use preventative maintenance as the primary
approach to ensuring the availability of the entire data center power train (generators, transfer
switches, transformers, batteries, breakers and switches, PDUs, UPSs, etc) and cooling train
(Computer Room Air Conditioners (CRACs), Computer Room Air Handlers (CRAHs), humidifiers,
condensers, variable air volumes (VAVs), chillers, etc). The Contractor will:
RFP # 31701-03107
51

A.12.

a.

Maintain all preventative maintenance, whether unscheduled or scheduled, on a

Contractor- provided CMMS.

b.

Develop a calendar-based scheduled maintenance inspection for each facility during

which fully trained and qualified maintenance experts observe the physical infrastructure
equipment to look for changes in equipment appearance and performance and listen for
changes in the sounds produced by the equipment. Fully trained and qualified
maintenance expert is defined as individual(s) holding manufacturers certifications for
equipment to be maintained.

c.

The Contractor will provide historical data for reporting usage trends, capacity demands,
meantime to failure, and downtime / repair statistics.

d.

The Contractor will identify potential issues and take immediate action to prevent a future
failure.

e.

The Contractor will ensure that all major equipment is maintained under either a service
maintenance program or warranties provided by the original equipment manufacturer and
that the preventative maintenance procedures include all manufacturers
recommendations and best practices. The maintenance may include, but is not limited to,
thermal scanning, calibration, adjustments, cleaning / replacing air or water filters,
lubrication, and replacement of parts or updating of physical infrastructure firmware /
software.

f.

Adhere to all maintenance procedures and schedules recommended in manufacturers

manuals.

g.

The Contractor will provide two Journeyman Level mechanical staff and one Facility
Manager for each facility 7x24x365 and be onsite 8 am to 5 pm, Monday - Friday, who will
be responsible to operate, maintain, and repair all the HVAC, power, and mechanical
systems in the facility. The Contractor will provide qualified technicians that will act as the
operations engineering staff for the facility, and as such, will be trained to have a working
knowledge of all the electrical systems and their operation in the event of an emergency.

h.

The Contractor shall monitor, maintain, and test general maintenance items including but not
limited to plumbing, lamp changes, wiring, etc.

i.

Provide and / or ensure availability of proper diagnostic tools on-site to accomplish all
preventative maintenance and define efficiency goals. Continuous diagnostics used as
predictive maintenance tool to prevent failures should be scheduled and documented. A
diagnostic plan should include in-line troubleshooting and be non-disruptive.

j.

Thermal scans and internal temperature measurements of all electrical equipment (Panel
boards, UPS modules, transfer switches, transformers, disconnects, Remote Power
Panel (RPPs), etc) will be completed annually and reported on annually.

k.

Torque connections, check fans, check capacitors, vibration test, and update firmware
will be a part of the comprehensive preventative maintenance plan.

l.

The Contractor shall initiate preventative maintenance, outside of the scheduled

maintenance routine, if deemed necessary to prevent an imminent outage. Whenever
possible, the Contractor will provide the State a ten (10)-day advance notice of such
maintenance and any/all preventative maintenance will be completed after the States
approval. Prior to any work being performed, all maintenance activity will include a risk
management assessment, a detailed plan with time-lines, along with back-out plans,
unless otherwise directed.

Equipment to be Maintained
a.

Building Management System

i.

The Contractor shall monitor, maintain, and test the Building Management
System (BMS) as part of the calendar-based maintenance plan. The Contractor
RFP # 31701-03107
52

will be responsible for establishing and maintaining the BMS in a fully functional,
fully enabled manner. The Contractor will ensure the BMS is operating the
building components in the most efficient, cost effective manner. Servers and
PCs running the BMS software shall be kept up-to-date with regard to security
patches and anti-virus software.

b.

c.

d.

ii.

The Contractor shall monitor, maintain, and test the Supervisory Control and
Data Acquisition System (SCADA) system as part of the calendar-based
maintenance plan. Servers and PCs running the SCADA software shall be kept
up-to-date with regard to security patches and anti-virus software.

iii.

The Contractor will perform any enhancements or break/fix repairs needed to

maintain the BMS and SCADA systems.

Diesel Levels and Quality

i.

The Contractor shall monitor, maintain, and test fuel systems (pumps, etc.) as
part of the calendar-based maintenance plan.

ii.

The Contractor will be responsible for establishing and maintaining an ondemand contract for fuel from a vendor who is able to supply on a 7x24x365
basis.

iii.

The Contractor will provide fuel to the State on-demand, within six (6) hours of
States request, or when fuel levels fall below 60% of total tank capacity. All
invoices will be provided for the State to review.

iv.

The Contractor will ensure adequate fuel levels (60% of total tank capacity) are
maintained and will perform periodic testing to maintain high fuel quality.
Contractor will report emissions level to the State EPA or authority having
jurisdiction on the required basis.

v.

The Contractor will perform any enhancements or break/fix repairs to the tanks,
pumps, and piping that are needed to maintain the diesel fuel levels and quality.

UPS Maintenance
i.

The Contractor shall monitor, maintain, and test the entire UPS system
(switchgear, breakers, UPS modules, end to end, etc.) as part of the calendarbased maintenance plan. At a minimum, the Contractor will be responsible for
establishing and maintaining a calendar-based maintenance plan based upon the
manufacturer suggested plan. Results of all tests will include recommendations,
risk assessment, and repair / remediation plans. All activities will be reviewed by
the State prior to any work being performed.

ii.

The Contractor will perform any enhancements or break/fix repairs needed to

maintain the UPS system.

Generator Preventive Maintenance

i.

The Contractor shall monitor, maintain, calibrate, and test the entire generator
system (fuel tanks, pumps, piping, batteries, oil change, belts, end to end, etc.)
as part of the calendar-based maintenance plan. At a minimum, the Contractor
will be responsible for establishing and maintaining a calendar-based
maintenance plan based upon the manufacturer suggested plan. A weekly onehour test of the generators will include start-up and fail-over. Results of all tests
will include recommendations, risk assessment, and repair / remediation plans.
RFP # 31701-03107
53

All fail-over activities will be performed under close supervision with fully trained
staff. All activities will be reviewed by the State prior to any work being
performed.
ii.

e.

f.

g.

h.

The Contractor will perform any enhancements or break/fix repairs needed to

maintain the entire generator system.

Load Test Policy

i.

The Contractor shall provide for a load-bank test of all power generating
systems. The Contractor will provide maintenance as a part of the calendarbased maintenance plan. At a minimum, the Contractor will be responsible for
establishing and maintaining a calendar-based maintenance plan based upon the
manufacturer suggested plan. An annual load-bank test will be conducted by the
Contractor. Results of all tests will include recommendations, risk assessment,
and repair / remediation plans. All activities will be reviewed by the State prior to
any work being performed.

ii.

The Contractor will perform any enhancements or break/fix repairs needed as a

result of the load-bank tests.

Batteries
i.

The Contractor shall provide for a test of all battery systems. The Contractor will
provide maintenance as a part of the calendar-based maintenance plan. At a
minimum, the Contractor will be responsible for establishing and maintaining a
calendar-based maintenance plan based upon the manufacturer suggested plan.

ii.

Load-bank tests will be conducted by the Contractor at the request of the State.
Results of all tests will include recommendations, risk assessment, and repair /
remediation plans. All activities will be reviewed by the State prior to any work
being performed. The Contractor, on a monthly basis, will review the battery
monitoring reports to verify if a trend is developing which could lead to battery
failure.

iii.

The Contractor will perform any enhancements or break/fix repairs needed to

maintain all battery systems.

Power Distribution Unit (PDU)

i.

The Contractor will provide labor for the maintenance, addition, removal,
relocation, and configuration, of PDUs.

ii.

The Contractor will perform any enhancements or break/fix repairs needed to

maintain the PDU.

Remote Power Panel (RPP)

i.

The Contractor will provide labor for the addition of branch circuits, breakers, and
building whips / receptacles. The Contractor will provide a comprehensive
branch circuit monitoring plan and documentation for each branch circuit
including demand, capacity, and location of equipment using each breaker.
Coordinate with the Data Center Infrastructure Manager for installation and deinstallation of computer equipment and assure that all branch circuit
documentation is accurate.

RFP # 31701-03107
54

ii.

i.

j.

k.

l.

m.

The Contractor will perform any enhancements or break/fix repairs needed to

maintain the RPP.

Other Power Plant

i.

The Contractor shall monitor, maintain, calibrate, and test the entire power plant
system including generators, automatic transfer switches, switchgear, PDUs,
UPSs and batteries.

ii.

The Contractor will perform any enhancements or break/fix repairs needed to

maintain the entire power plant system, including the lightening protection system
(TSSC only).

HVAC / CRAC
i.

The Contractor will monitor, maintain, calibrate, and test the entire HVAC / CRAC
systems (boiler settings, refrigerant usage, water treatment, heat exchangers
cleaned, coils cleaned, filters, lubrication, cleaning, domestic water supply, belts,
pressure, piping, glycol, end to end, etc.) as part of the calendar-based
maintenance plan. At a minimum, the Contractor will be responsible for
establishing and maintaining a calendar-based maintenance plan based upon the
manufacturer suggested plan. A weekly test of the HVAC components will
include water quality checks, air flow, air pressure, and fail-over. Results of all
tests will include risk assessment and repair / remediation plans. All fail-over
activities will be performed under close supervision with fully trained staff. All
activities will be reviewed by the State prior to any work being performed.

ii.

The Contractor will perform any enhancements or break/fix repairs needed to

maintain the HVAC / CRAC.

Computer Room HVAC Environment

i.

The Contractor will ensure proper and consistent set points for computer room
humidity setting, and temperature. Provide recommendations for system layout,
design and aid the State in developing the proper cooling strategy for heat
sensitive computer and disk storage systems.

ii.

The Contractor will perform any enhancements or break/fix repairs needed to

maintain the Computer Room HVAC Environment.

Other Cooling Plant

i.

In accordance with the original equipment manufacturers recommended

schedule and industry best practices, the Contractor will monitor, maintain,
calibrate, and test the entire cooling plant system including chillers, pumps, dry
coolers, boilers, coils, unit heaters, fans, cooling towers, air handling units, and
Air Conditioning (A/C) units.

ii.

Contractor will perform any enhancements or break/fix repairs needed to

maintain the entire cooling plant system.

Other Mechanical Systems

i.

In accordance with the original equipment manufacturers recommended

schedule and industry best practices, the Contractor will monitor, maintain,
calibrate, and test other building mechanical systems including but not limited to

RFP # 31701-03107
55

loading dock equipment, door repairs, motorized security gates / controls and
revolving security doors.
ii.

n.

o.

p.

q.

Contractor will perform any enhancements or break/repairs needed to maintain

the other building mechanical systems.

Fire Alerting / Suppression

i.

The Contractor will monitor and maintain all fire suppression and monitoring
systems including fire alarm (panels, piping, fire extinguishers, sprinklers, access
control equipment and end to end, etc). They will also conduct a full flow test on
the fire pumps as dictated by local and State codes. The Contractor will aid the
State in developing an emergency evacuation plan. At a minimum, the Contractor
will be responsible for establishing and maintaining a calendar-based
maintenance plan based upon the manufacturer suggested plan. Results of all
tests will include recommendations, risk assessment and repair / remediation
plans. All activities will be reviewed by the State prior to any work being
performed.

ii.

The Contractor will provide an emergency contact / call list. The Contractor will
establish a comprehensive safety program including written SOPs for monitoring
and reporting on fire alerting and suppression.

iii.

The Contractor will perform preventative maintenance on all fire alerting and
suppression systems according to manufacturers specifications as required, by
Fire Marshal and State and Local codes.

iv.

The Contractor will perform any enhancements or break/repairs needed to

maintain the fire alerting and suppression systems.

Low Voltage Equipment

i.

Maintenance of all low voltage equipment will be the responsibility of the on-site
electricians, except for data jacks and phone systems. (State infrastructure and
application servers, cable and fiber housed in the data centers are the
responsibility of the State, and are not part of this Contract.)

ii.

The Contractor will perform any enhancements or break/fix repairs needed to

maintain the Low Voltage Equipment.

Security Systems
i.

The Contractor will perform preventative maintenance on all security systems

according to manufacturers specifications as required, including but not limited
to security cameras, iris scanners, card readers, servers, and associated
software. The Contractor will not be responsible for physical security operations
or policy.

ii.

The Contractor will perform any enhancements or break/repairs needed to

maintain the security systems.

Safety
The Contractor will provide an emergency contact / call list. The Contractor will establish
a comprehensive safety program including written SOPs for monitoring and reporting on
severe weather, medical emergencies, evacuation policy and procedure, electrical safety,
Emergency Power Off (EPO), fire drills, and general conditions.
RFP # 31701-03107
56

r.

Maintenance Manuals and Logs

The Contractor is required to develop and maintain a library of maintenance manuals for
both facilities. A copy shall be furnished to the State and subject to approval by the State
within ninety (90) days of Contract initiation. Maintenance library must be updated
quarterly and shall reflect all maintenance operations.

s.

A.13.

Irrigation System at the TSSC

i.

The Contractor shall monitor, maintain, winterize, calibrate, and test the entire
irrigation system including but not limited to, the valves, sprinklers, spray heads,
nozzles, automatic switches, electronics, piping.

ii.

The Contractor will perform any enhancements or break/fix repairs needed to

maintain the entire irrigation system. The irrigation system must perform
optimally at all times and comply with all state and local codes.

Disaster Recovery Assistance

In the event of a disaster, the Contractor shall provide assistance to the State in the event either
building is damaged to the extent that processing is interrupted. The assistance may include, but
is not limited to, the following:

A.14.

a.

Damage assessment from a mechanical, electrical, building envelope and/or structural

aspect to be reported to the State;

b.

Provide clean up assistance as required; and,

c.

Repair or replace damaged components of the physical plant and/or environmental

equipment as requested by the State.

Spare Parts
a.

The Contractor shall keep certain spare parts on site at both facilities for purposes of
break/fix repairs. Inventory management of these parts will be the responsibility of the
Contractor. The Contractor shall ensure that sufficient spare parts are readily available,
such that the Contractor can comply with the State Key Performance Indicators (KPIs),
as detailed in Contract Attachment C. Such parts shall remain the property of the
Contractor until such time as they are installed at the State Data Center as a result of a
repair.

b.

Assuming the parts expense is compensable, in accordance with Contract Section

[Link], upon installation, the Contractor may invoice the State for cost of the parts.

c.

Contractor will provide a recommended spare parts list for critical systems in each facility,
within ninety (90) days of the Contract Start Date. The State will review this list and may
make recommendations for additional parts that shall be added. In any event, the State
will be the final arbiter of the parts that should be kept on site.

d.

The State shall also have the capacity to purchase, in accordance with the payment
methodology in Contract Section [Link], whatever spare parts the State wishes to
maintain in its own inventory.

e.

At the time of Contract Transition between the Contractor and any subsequent vendor,
the State shall have the right to buy the Contractor inventory of spare parts, or any
portions thereof, and the pricing for such parts shall be as described in Contract Section
[Link].
RFP # 31701-03107
57

A.15.

Tools
Contractor is required to provide and maintain a complete tool set on-site at each facility. The
Contractor must provide all tools required to perform the services including specialty tools or
rental equipment (e.g., lifts, load bank, backhoe) that may be required to perform the services.

A.16.

Equipment Repairs Not Cost Effective

If the State and Contractor are in mutual agreement that it is not cost effective to repair a piece of
equipment, the Contractor will obtain three (3) bids and the equipment will be replaced at cost
plus a percentage markup as described in Contract Section [Link].(7).

A.17.

Reporting Requirements
a.

Maintenance Logs
The Contractor will keep all maintenance logs up-to-date and available for periodic
management review. The Contractor will be required to input all maintenance schedules
and activities into the Contractors provided management system.

b.

Monthly, Quarterly and Annual Reporting

The Contractor shall develop and provide facility metrics for all mechanical systems,
electrical systems, reliability / availability, service schedules, system performance,
systems availability, Mean Time Between Failure (MTBF), Mean Time Between Repair
(MTBR), and outages and Contractor incident response times. The Contractor will
develop KPIs, metrics, review procedures, schedules, measurements, and reporting
programs to ensure all critical systems, alerts, and faults are being properly monitored
and all systems are being adequately maintained. All reports must be completed using
Microsoft Office programs. The Contractor shall schedule and present at a monthly
management briefing to explain the monthly reporting required below. The monthly
management briefing should include metric and KPI reports, along with appropriate
action plans and any deficiencies should be noted. Monthly and ad hoc, along with
annual cumulative reporting requirements for the Contractor are described as follows and
must meet the approval of the State. The Contractor will provide to the States Facility
Administrators consolidated reports including but not limited to:
i.

Compliance Reporting (i.e. building codes, federal, state and local codes,
electrical, fire and plumbing codes);

ii.

Branch circuit capacity reports;

iii.

Capacity report for all computer room breakers (PDU and RPP);

iv.

Keep up-to-date panel schedules in Excel;

v.

Air quality report (particulates and contaminants);

vi.

Power systems alerts, failures, performance issues, capacity issues (UPS,

batteries, RPPs, PDUs, utilities, etc.). To include kilowatt-hours by month;

vii.

Generator run-time logs;

viii.

HVAC system reports including alerts, failures, performance issues, and capacity
issues (Computer Room Air Conditioner) [CRAC/cooling units], chilled water
loops, fans, and VAV);

ix.

Security systems reports to include equipment malfunctions, (involving perimeter

/ exterior / interior doors, fences and gates, cameras, badge readers and
biometric readers);

RFP # 31701-03107
58

A.18.

x.

Gas emissions monitoring reports (battery room hydrogen, carbon monoxide,

etc.);

xi.

Fire suppression system testing and maintenance reporting;

xii.

Report monthly on the status of the expenditures for the current Contract year;
and,

xiii.

Safety report including incidents, program improvements, and recommendations.

Compliance Reporting
The Contractor will submit to the States Facility Administrators an annual report, evaluated in
relation to relevant industry standards, local codes / regulations, manufacturers
recommendations, and national standards (i.e. NEC, NFPA, IEEE, ISO, etc.). The Contractor will
create, maintain, and keep up-to-date all compliance documentation required by local, state, and
federal agencies such as Material Safety Data Sheets (MSDS) documentation.

A.19.

Continuous Improvement Recommendations

Based on industry best practices and standards, the Contractor will make an annual presentation
of continuous improvement recommendations to the States Facility Administrators and Directors.
The presentation shall include recommendations for improved processes, increased efficiencies,
environmentally friendly initiatives, cost improvements, and suggestions for streamlining and
optimizing the operations of each facility.

A.20.

Other Building Maintenance

a.

Repairs perform facility repairs such as painting, wall and ceiling repairs, etc.

b.

Exterminating perform monthly pest and rodent control measures.

c.

Roof repairs as required.

d.

Plumbing maintenance and repairs as required in common areas such as break rooms
and restrooms.

e.

Install, maintain, and replace signage as required by States Facility Administrator.

f.

Monitor and maintain leak detection system in the raised floor area.

g.

Modify and repair cable tray systems.

h.

Once during each Contract year, the area under the raised floor will be cleaned and
vacuumed. This will be scheduled and accomplished on a week day.

i.

Perform routine trash and debris pick-up and snow removal from the parking lots.
i.

Snow / Ice Removal Services. Snowplowing /shoveling of all common area

sidewalks, driveways, entrance roads, and parking areas.
(1)

The Contractor shall snowplow all driveways, entrance roads, and

parking areas. Plowing to be done after 1- 4 (approx.) accumulation of
snow as the result of snow or drifted snow.

(2)

Ice removal of sidewalks, driveways, entrance roads, and parking areas.

Ice removal to be done after all snow is removed. Apply calcium chloride
on the sidewalk only after snow has been removed.

j.

Perform parking lot repair/maintenance such as sealing, relining, crack/pot hole repair,
etc.

k.

Maintenance of benches, bike racks, picnic tables, exterior furniture, etc.

RFP # 31701-03107
59

l.

Maintain the security fences and gates as required by States Facility Administrator.

m.

Routine support activities relocation of office furniture, marker boards, cork boards,
filing cabinets, conference tables, etc.

n.

Maintenance and service of any physical door hinges, locks, pneumatics, dock levelers,
and other building hardware.
i.

o.
A.21.

The Contractor will perform any enhancements or break/fix repairs needed to

maintain physical hardware described in Section A.20.n.

Modify, repair, relocate and reconfigure furniture and cubicles as needed.

Facility Enhancement
a.

Floor Tile Cutouts

The Contractor will be responsible for floor tile cutouts for grommets, and cable pathways
as required. The Contractor will provide any tools required to accomplish this work.

b.

Additional Enhancements
From time to time, additional minor enhancements will be necessary.

A.22.

General Service Provisions

a.

Work Orders
The Contractor will utilize a State-approved work order ticket system and will generate
work order tickets for any services to be performed. Responsibilities also include the
management of maintenance agreements with third party service providers to ensure
regular planned maintenance. Each Facility Manager will report directly to the State
Facility Administrator in charge of the assigned primary facility.

b.

General Office Space

The State will provide work area, general office space and inventory storage space for
three Contractor-provided personnel and janitorial staff in each of the two facilities. The
office space will include desks and chairs, high speed connectivity to the Internet, local
phone service and use of copiers and fax machines.

A.23.

Staff Requirements. The Contractor will provide the following staff to perform the day-to-day
services required by this Contract. See Contract Attachment E for detailed experience
requirements for each of these roles.
a.

Demonstrated Experience. Individuals performing work in each facility must have

demonstrated experience in the management and / or maintenance of a facility with the
same level of complexity as Tennessees data centers.

b.

On-Site Facility Managers

i.

The Contractor shall provide two on-site Facility Managers, one for each of the
two facilities. Each manager will be dedicated primarily to his assigned facility
(minimum of 40 hours per week, at least 95% of the time, recognizing State
holidays), but will also act as backup for the other Facility Manager during any
absence of the primary manager. These Facility Managers will be responsible for
all maintenance functions within these two facilities. They will serve as the
primary liaison between the facility maintenance staff and the State facility
RFP # 31701-03107
60

administrator. Specialty education and annual continuing education will be

provided by the Contractor. At no time will there not be a Facility Manager
available. If it is a recognized State holiday, the Facility Managers do not have to
be on-site, but will still be on call 7x24x365 as required. This position is
considered critical. The State requires 7x24x365 availability for critical staff.
ii.

Facility Managers will be responsible for:

(1)

Overseeing Contractor staff for all services described in the Contract.

Contractor staff will cover any staff provided by this Contractor, whether
they work directly for the Prime Contractor or whether they are the
Contractors sub-contractors.

(2)

Acting as a single point of contact for all facility management related

issues to include but not limited to; all contracts, all maintenance
personnel, reporting, compliance, troubleshooting, repairs, emergencies,
etc.

(3)

Administration of third-party service agreements for the facility

infrastructure systems to include emergency generators, UPS and
battery systems, RPPs, electrical switch gear, etc. to ensure the
contracted services are being provided in a timely manner and in
accordance with contract specifications. The Contractor cannot
administer/oversee/direct agreements and/or contracts between the
State and other vendors.

(4)

Maintaining operational logs and reports on facility operation and

performance of maintenance routines.

(5)

Overseeing and directing their sub-contractors making repairs to or

performing preventative maintenance on all electrical and mechanical
building systems.

(6)

Administering all of their own contractors in such a way that will be

transparent to the State.

(7)

Trouble shooting and diagnosing equipment failures and make

provisions for necessary repairs.

(8)

Ensuring facility repairs such as painting, wall and ceiling repairs, carpet
and flooring repairs, lamp replacement, plumbing repairs, minor electrical
repairs, etc. is complete and all work is performed with high standards.

(9)

Responding to emergency situations such as fire, flood, power failure,

storms, etc.; initiating remedial actions as necessary and keeping State
management informed in accordance with established procedures.

(10)

Ensuring all areas of these facilities are clean, organized, and free of
clutter.

(11)

Providing checklist for daily routine facility inspection.

(12)

Managing, supervising, and organizing any / all plant maintenance

activity.

(13)

The safety of every maintenance and repair staff, contractor, and

employee. Any safety training program required.
RFP # 31701-03107
61

c.

(14)

Preparing annual budgets which cover all maintenance and operational

items which are included in this RFP.

(15)

Provide support for an annual audit and inspection of the facility.

(16)

Conduct documented on-going training of the mechanical and electrical

systems.

(17)

Participate in State conducted tours of the facilities.

On-site Senior Journeyman Level Electricians

The Contractor shall provide two on-site Senior Journeyman Level Electricians, one for
each of the two facilities. These electricians will monitor, diagnose, install, and repair all
electrical infrastructure including but not limited to generator, batteries, UPS, static
switches, RPPs, branch circuits, etc. These electricians will be dedicated to their
assigned facilities (minimum of 40 hours per week, recognizing State holidays), but may
be called upon to provide services to the alternate facility when required. Specialty
education and annual continuing education will be provided by the Contractor. At no time
will there not be a qualified Senior Journeyman Level electrician available. If it is a
recognized State holiday, the Senior Journeyman Level Electricians do not have to be
on-site, but will still be on call 7x24x365 as required. This position is considered critical.
The State requires 7x24x365 availability for critical staff.

d.

On-site Senior Journeyman Level Mechanical and HVAC Specialists

The Contractor shall provide two on-site Senior Journeyman Level Mechanical and
HVAC Specialists, one for each of the two facilities. These specialists will monitor,
diagnose and repair all HVAC and plumbing infrastructure including, but not limited to,
cooling towers, chillers, boilers, pumps, piping, CRAC units, fire suppression systems,
etc. These specialists will be dedicated exclusively to their assigned facilities (minimum of
40 hours per week, recognizing State holidays), but may be called upon to provide
services to the alternate facility when required. Specialty education and annual continuing
education will be provided by the Contractor. At no time will there not be a qualified
Senior Journeyman Level Mechanical and HVAC Specialist available. If it is a recognized
State holiday, the Senior Journeyman Level Mechanical and HVAC Specialists do not
have to be on-site, but will still be on call 7x24x365 as required. This position is
considered critical. The State requires 7x24x365 availability for critical staff.

e.

Personnel Screening
i.

All permanently assigned personnel must submit to a background check and

random periodic drug testing. The Contractor shall perform and pay for
background checks and administer drug screening no less frequently than once
per Contract year and no more than three times per Contract year. Results must
be submitted to the State. The State, in its discretion, may refuse contractor
personnel if the results of the background check reveal a criminal conviction that
renders such persons unsuitable for the contract work assignment

ii.

Personnel assigned to projects requiring elevated and privileged access to

criminal justice information systems (CJIS), or information accessed via CJIS,
must submit to fingerprint based background checks administered through the
Tennessee Bureau of Investigation (TBI).The State, in its discretion, may refuse
contractor personnel who are not approved by TBI for access to CJIS. The
Contractor will reimburse the State for the costs of testing through TBI.
Completion of the TBI background check will constitute compliance with the
background check requirement of paragraph e.i.
RFP # 31701-03107
62

f.

Response Times
Acceptable emergency response time is 20 minutes for call back and on-site and working
the issue within 2 hours (7x24x365).

g.

Recognized State Holidays

The State typically recognizes the following holidays:
i.

New Years Day

ii.

Martin Luther King Day

iii.

Presidents Day

iv.

Good Friday

v.

Memorial Day

vi.

Independence Day

vii.

Labor Day

viii.

Veterans Day

ix.

Thanksgiving Day

x.

Day After Thanksgiving (In lieu of Columbus Day)

xi.

Christmas Day

In addition, the Governor allows an additional two (2) days around Christmas OR one (1)
day at Christmas and one (1) day at New Years. The actual days are determined by the
day of the week on which Christmas falls.
While the State does not anticipate any changes in the future, please be aware the
holidays are at the discretion of the Governor and are subject to change.
A.24.

Housekeeping. The Contractor must keep the building clean at all times, in accordance with the
following provisions:
a.

Custodial Supplies. The Contractor will supply and maintain on site a sufficient inventory
of custodial supplies including but not limited to: trash can liners, sand (for sand urns),
hand towels, toilet tissue, air freshener and liquid soap for soap dispensers, furniture
polish, disposable toilet seat covers;

b.

Cleaning Equipment. The Contractor will supply all cleaning equipment including but not
limited to: vacuum cleaners, mops, brooms, squeegees, vacuum bags, glass cleaner,
cleaning fluids, furniture wax, mop buckets, janitor carts and floor burnishes;

c.

Trash Removal. Trash is to be removed from inside the facility at least twice during each
24 hour period. Dumpster service will be provided by the Contractor. Trash will be
removed from site as needed but no less than once per week;

d.

Office Areas and Common Areas. Day Shift Custodians will clean office areas and
restrooms twice a day or as requested. Evening Shift Custodians will clean office areas
each evening after 6:00 PM. Halls, restrooms, entrance areas, docks, conference rooms
and other common areas will be cleaned each night. Windows cleaned, floors waxed,
and deep cleaning will be done monthly. Restrooms sanitized daily. Doorknobs sanitized
daily. Refrigerator will be washed out quarterly, microwave, and kitchen appliance will be
kept clean at all times. Additional cleaning may periodically be required on an as needed
basis;
RFP # 31701-03107
63

A.25.

e.

Raised Floor Areas. The Contractor will thoroughly vacuum and remove all
contaminates, dust and debris using High Efficiency Particulate Air Filter (HEPA) filtered
equipment from under the raised floor areas on an annual basis. Only trained personnel
under close supervision should be employed in this effort, as to not cause disruption to
any computer system. This cleaning will be performed on a week day. The raised floor
surface will be dust mopped and damped mopped weekly. Water bucket will be kept in a
hallway or maintenance gallery and will not be allowed on the raised floor;

f.

Window Washing. Perform interior and exterior window washing quarterly;

g.

Floor Maintenance. Vacuum/Mop all floor surfaces in non-raised floor areas on the
Evening Shift after 6:00 PM daily. All hard surface, non-raised floors waxed and buffed
monthly;

h.

See Contract Attachment F for additional details concerning janitorial duties that must be
performed. The Contractor will recommend the shift(s) in which the duties designated in
Contract Attachment F will be performed after the Contract Start Date. The State will
review this list and may make recommendations for changes. In any event, the State will
be the final arbiter with the regard of housekeeping duties; and,

i.

Housekeeping Shift Hours.

i.

The Day Shift is defined as Monday through Friday, 8:00 a.m. 5:00 p.m.
excluding holidays.

ii.

The Evening Shift is defined as Sunday through Saturday, 365 days a year,
beginning at 6:00 p.m. Evening Shift Custodians must work as long as required
to complete services defined above and in Contract Attachment F.

Task Orders. When the State requires break/fix repairs or other services that are not provided for
within the Routine Maintenance column of Contract Attachment B, and the estimated Materials
cost for the services will exceed the $5,000 cap detailed in Contract Section [Link], the State
will provide the vendor with a Task Order for the service. All Task Orders shall specifically
describe the services that are being requested, and all material changes to the services listed in a
previously issued Task Order shall be set forth in a subsequent Task Order, and the subsequent
Task Order must be issued in accordance with the process set forth in this Contract.
a.

The State Facility Administrator shall classify all Task Orders as either Standard or
Emergency. An Emergency is defined as an event affecting either of the States Data
Centers or their physical or mechanical infrastructures that if not promptly addressed
would result in imminent: (1) further damage to the physical or mechanical
infrastructures; or (2) danger to personnel, equipment, or IT resources associated with
these infrastructures.

b.

For Standard Task Orders, the Contractor must, within five (5) business days of the
receipt of the Task Order from the State, provide to the State an estimate of the total cost
of the requested services and a timeline for completion of the services.

c.

For Emergency Task Orders, the Contractor must, within two (2) hours of the receipt of
the Task Order from the State, provide to the State an estimate of the total cost of the
requested services and a timeline for completion of the services.

d.

All Task Orders where the estimate of the cost of the requested services plus a ten
percent (10%) contingency is equal to, or in excess of, One Hundred Thousand Dollars
($100,000) (the SBC Threshold) are subject to State Building Commission (SBC) Bylaws, Policy and Procedure, including compliance with specific bonding requirements, as
described in Contract Section A.28.

RFP # 31701-03107
64

A.26.

After Hours Emergency Task Order Approval.

For Emergency Task Orders issued after normal State business hours where the estimate of the
total project cost of the requested services plus a ten percent (10%) contingency exceeds the
SBC Threshold, but is equal to or less than $500,000, the Commissioner of Finance and
Administration (F&A) or one (1) of the Constitutional Officers of the State, on behalf of the SBC,
must provide written authorization of the Emergency Task Order prior to the Contractor beginning
work. In the event the estimate of the total project cost of the requested services plus ten percent
(10%) contingency exceeds $500,000, then the Commissioner of Finance and Administration
(F&A) and one (1) of the Constitutional Officers of the State, on behalf of the SBC, must provide
written authorization of the Emergency Task Order prior to the Contractor beginning
work. Written authorization of the Emergency Task Order may be conveyed via electronic
means. The State Facility Administrator may authorize the Contractor to begin work immediately
upon receiving the required written authorization. The Contractor, upon receiving authorization
from the State Facility Administrator, shall immediately begin to perform the services described in
the Emergency Task Order. The fact that an Emergency Task Order was issued after normal
State business hours, together with a copy of the Emergency Task Order shall be reported to the
Office of the State Architect and STREAM and with reasonable promptness, but no later than the
close of business on the first business day immediately following the issuance of the Emergency
Task Order.

A.27.

A.28.

Task Orders That Meet the SBC Threshold.

a.

Except for Emergency Task Orders issued after normal State business hours, prior to
issuing any Task Orders for work with a total project cost including contingencies at or
over the SBC Threshold, the State Facility Administrator shall first notify the Department
of General Services, State of Tennessee Real Estate and Asset Management (STREAM)
in writing and, with the assistance of STREAM, shall process approvals for the Task
Order through the normal SBC approval and oversight process. No work associated with
a Task Order shall commence until such time as the State Facility Administrator has
provided the Contractor with written authorization to do so in accordance with the terms
of this Contract and the SBC By-laws, Policy and Procedure. It is acknowledged that the
normal SBC approval and oversight process contains a procedure for emergencies
allowing for an expedited SBC approval process.

b.

Upon completion of the services described in a Task Order, including an Emergency

Task Order, where the estimate of the cost of the requested services plus a ten percent
(10%) contingency meet or exceed the SBC Threshold, the actual cost of providing the
services shall be reported back to the Office of the State Architect.

Contract Bond Required for Task Orders Meeting SBC Threshold.

a.

In the event that the total cost of a task order equals or exceeds the SBC Threshold, the
Contractor shall be required to provide a bond as described below:

b.

The Contractor shall provide a Contract Bond in an amount equal to one hundred percent
(100%) of the Task Order.
i.

The Bond, created by STREAM and sent to the Contractor, shall be executed on
a Tennessee State Building Commission Standard Form, the current version of
which appears as Contract Attachment D.

ii.

The Bond shall then be submitted to the State within seven (7) calendar days
from the Contractors receipt of the Task Order.

iii.

Surety is the person or entity identified as such in a bond, and is referred to

throughout the Contract Documents as if singular in number. The term Surety
means the Surety or the Suretys authorized representative.
RFP # 31701-03107
65

A.29.

iv.

A Surety Company issuing a bond shall be licensed to transact business in

Tennessee by the Department of Commerce and Insurance. Bonds shall have
certified, and current Power-of-Attorney attached for the Suretys Attorney-inFact.

v.

An Attorney-in-Fact who executes a bond on behalf of a Surety shall be licensed

by the State of Tennessee as a Resident Agent, and shall affix license number to
a bond. Alternatively, a countersignature by, and license number of, a licensed
Resident Agent may be affixed to the bond in addition to the signature of the
Attorney-in-Fact.

vi.

Upon the request of any person or entity appearing to be a potential beneficiary

of bonds covering payment of obligations arising under this Contract, the
Contractor shall promptly furnish a copy of the bonds or shall permit a copy to be
made.

Contractor Licensure and Work Procedures

a.

Contractor Licensure. The Contractor is responsible for all licenses, certifications,

permits, etc. required for completion of the work as required by this Contract. The
Contractor must maintain appropriate Tennessee Contractor license(s) throughout the
term of the Contract.
i.

Tennessee Contractor license(s) will be required. The Contractor shall have an

Unlimited minimum License Limit amount and a License Classification of
Building Construction - Commercial (BC-B or BC).

ii.

This classification is described in Rules of Tennessee Board of Licensing

Contractors, Rule 0680-1-.16.

The Contractor shall notify the State of any changes in licensure that occur during the
term of the Contract.
b.

Work Procedures. The Contractor must replace or restore (at least to the original
condition) any damage to floor, ceiling, walls, furniture, landscape, etc. caused by its
personnel and/or operations, at the Contractors expense.
i.

ii.

A.30.

During site installation/construction, the Contractor must maintain a clean and

safe working environment for not only Contractor staff, but also State workers
and the public.
(1)

The Contractor must minimize disruptions to the State work force as

much as possible.

(2)

The Contractor must leave all work areas secured, safe, and clean after
stopping for the day.

The Contractor must use the States (or the requesting entitys) work order
system to receive and update work orders. All work order direction MUST be in
written form (electronic or paper), with the exception of stop work orders, which
may be given verbally (followed by written notification). All work orders must be
completed on time as defined by the due date on the work order issued by the
State.

Lawn Care Services.

RFP # 31701-03107
66

a.

This Contract includes all lawn care services. The current scope for lawn care services
includes TSSC (Tennessee South Service Center) and does not include the CCSC
(Capitol Complex Service Center.) See Contract Attachments I and J. The State
reserves the right to add at any time the CCSC property to this provision. All services
must be available for both facilities at the States request. Services include trash, litter
pick-up and removal from the parking lot(s), sidewalks, courtyard(s), and grassed areas
prior to mowing. All grassed areas mowed. Grass trimmed, edged and weed eating of
borders and edges. Concrete areas and parking lots shall be blown or swept to remove
grass trimming after mowing and trimming. Trim and prune trees, shrubbery, and bushes;
remove leaves around the buildings and on the lawns to maintain a neat, uniform
appearance. The cost and availability of all equipment, parts, and supplies associated
with performing the services described herein will be included in the Monthly Lawn Care
Fee (see Section [Link]), except as described in the asterisked note at the end of
Contract Attachment B.

b.

The State can request any additional lawn care services for either property at an hourly
rate. The hourly rates shall include any all equipment, fuel, and labor required to perform
services.

c.

Lawn cutting shall include:

d.

e.

i.

Mowing, trimming all lawn areas at a minimum height of 2-1/2on a weekly basis
as needed;

ii.

Remove all clippings after each cutting; and,

iii.

Mowers shall be of a type which causes clippings to be distributed evenly over

the cut area. If the type of mower causes the cut grass to windrow, the
windrowed grass shall be removed and hauled away. The Contractor shall be
responsible for removing grass clippings from sidewalks, parking areas, planted
areas, barked or mulched areas, and other areas that are not part of the grass
being mowed. State dumpsters and land shall not be used for disposal of grass
clippings or other landscape wastes and debris.

Trimming / Weed-eating shall include:

i.

Edging shall include along all sidewalks, curbs and drives on a monthly basis;

ii.

Trimming around all trees, rocks, beds, and buildings on a weekly basis; and,

iii.

Contractor shall be responsible at every mowing for trimming around trees, sign
posts, near buildings, in curbs and gutters, around all dumpsters and dumpster
area, and any other part of the lawn area where the lawn mowers may not be
able to reach during mowing. Trimmed areas shall be at the same level as the
mowing level of the lawn. Care will be taken to avoid damaging trees, shrubs,
buildings, and objects. Remove any / all trimmings and clean-up after each
trimming.

Mulch shall consist of:

i.

f.

Hardwood Dark Brown mulch that matches existing mulch shall be used in all
court islands and around common area trees as defined in this Contract.

Spring Cleanup shall consist of:

i.

Removal of all leaves, debris from plant beds and lawn in common areas;

RFP # 31701-03107
67

g.

ii.

Re-mulching of landscape beds and around trees noted in the common areas.
Mulch will be approximately 1- 2 in depth and spread evenly from base of tree
trunk approximately 26; and,

iii.

These services will be scheduled to be performed between April 1 and April

th
15 .

Fall Cleanup shall include:

i.

h.

i.

j.

k.

st

This service consists of a cleanup of all leaves from beds, under shrubs, lawn
areas, removal of annuals and trimming down all flowering perennials twice in the
th
fall. The cleanup will begin no later than Oct 30 and be completed by December
th
30 .

Bed Maintenance shall consist of:

i.

De-weed, removal of grass and debris from all plant beds (including rock areas,
around fences, driveways, and sidewalks) on a bi-weekly basis. Weeds / grass
shall also be removed from concrete to asphalt interfaces along common areas
and courts; and,

ii.

Any chemicals used are included as part of this service. Any plants determined to
be damaged by use of chemicals will be replaced by the Contractor at the
Contractors expense.

Shrub and Tree Trimming shall consist of:

i.

Trim and shape all shrubs in the common areas only, trimming all trees up to 8
in height;

ii.

Trimming all dead foliage, or limbs that will alter the primary shape of the tree;

iii.

Shrub trimming should not be done during excessively hot weather or during a
drought; and,

iv.

These services shall be performed on or about the week of May 15 and

th
September 15 .

th

Fertilizing shall consist of:

i.

This service will consist of two (2) applications: (1) spring weed & feed; and (2)
early fall weed & feed; and,

ii.

Fertilization and Weed Control: Spring application of pre-emergence weed

control along with fertilizer / lime based on soil test recommendations. Late
summer spot spray of broadleaf herbicides as needed with over seeding to fill in
bare spots.

Additional Lawn Care Services:

i.

Spring Aeration of common areas (once per year);

ii.

Over-seeding any / all areas as required; and,

iii.

Replacement of annuals during the appropriate planting season.

RFP # 31701-03107
68

l.

A.31.

At the States request, the Contractor shall perform enhancements, break/fix repairs to
infrastructure such as the irrigation system, or the replacement of plants lost through no
fault of the Contractor.

Security Services.
a.

Baseline Staffing and Ad Hoc Modifications

i.

The Contractor shall provide security services to the State at both the CCSC
and TSSC. These services shall consist of no less than two security guards
(Security Supervisors, Security Officers, or Senior Security Officers [collectively
security personnel]) at each site, posted around the clock, 7x24x365 [seven
(7) days a week, twenty-four (24) hours a day, three hundred sixty-five (365)
days a year]. The main desk must be covered at all times. The Contractor
shall determine the length of each guards shift to accomplish the 7x24x365
coverage, subject to the shift-length restrictions described herein. See
Contract Section A.31.n. for further details regarding shift requirements.

ii.

The Contractor shall also provide a third security guard, at both the CCSC and
TSSC, to man the loading dock area, Monday through Friday, 7 am until 6 pm,
excluding State holidays. The loading dock must be covered at all times during
the 7 am until 6 pm shift hours. This guard would normally be a Security
Officer, but may be a Senior Security Officer, or Security Supervisor, if needed
to cover for unanticipated absences.

iii.

The security services described herein may be modified at the State's

discretion as new posts are created and/or old posts are deleted, as
circumstances warrant. Additionally, the Contractor will provide additional
security personnel in response to ad hoc security needs for special events or
unforeseen requirements within twenty-four (24) hours of notice by the State.
In the event that the State makes any such temporary or permanent
modifications, the following provisions shall apply:

iv.

b.

(1)

If the modification results in an increase in the number of security

guards/hours required, the State shall compensate the Contractor for
the additional labor at the rates given in Contract Section [Link]. Any
incidentals, such as uniforms, supplies, and equipment, required by the
additional staff shall be at the Contractors expense.

(2)

If the modification results in a decrease in the number of security

guards/hours, the Contractor shall provide a pro-rated reduction in the
Monthly Security Services Fee, as detailed Contract Section C.3.b.v, in
an amount which shall be derived from the hourly rates given in Section
[Link].

Security services will be managed by the State Office for Information

Resources (OIR).

For purposes of this Contract, security shall include, but not be limited to, the following:
i.

Providing surveillance and control of ingress and egress to the specified

buildings, grounds and parking areas;

ii.

Visually checking employee badges upon entry;

iii.

Directing non-badged individuals to sign in and verifying visitor signature and

identity;
RFP # 31701-03107
69

iv.

Investigating criminal acts, incidents and accidents committed or occurring on

State Property;

v.

Providing communication, cooperation, and assistance to law enforcement and

investigating authorities having Federal, State and local jurisdiction, e.g., local
Fire Department, Police Department, Sheriff's Department, Tennessee
Highway Patrol, Tennessee Bureau of Investigation, and the Federal Bureau of
Investigation;

vi.

Monitoring of building fire and life safety features including orderly control of
evacuations, drills and other exercises that instruct tenants and visitors about
building safety;

vii.

Identifying and reporting to the appropriate Facility Administrator all existing or

potential hazards, etc. A list of current Facility Administrators will be furnished
at Contract Start Date; and,

viii.

Monitor air temperature controls alerts, electrical power alarms, and page
appropriate service personnel.

Services that are to be performed by all security personnel may include, but are not
limited to, the following:

c.

ix.

Observing parking lot and building conditions;

x.

Offering special attention to proper vehicle parking and presence of parking

stickers/insignia;

xi.

Checking employee name badges and requiring all visitors sign in/out when
entering/leaving buildings;

xii.

Detaining all visitors/contractors in lobby areas during non-business hours until

such time as a State employee escorts them to their destination inside the
building and back to the lobby for the purpose of signing in/out;

xiii.

Providing directions/information/assistance as to location within the buildings and

any other additional activities that will support security and harmony for State
employees or visitors while on State property; and,

xiv.

Performing security related tasks as directed by the Facility Manager and/or

Administrator.

Parking Lot Security

i.

Security personnel will be responsible for patrolling the adjacent parking lots
located at the north and south sides of the CCSC, as well as all parking areas for
the TSSC. Security personnel are to be observant of any area that could affect
safety of employees or visitors and shall report the same observance
immediately to the Facility Administrator. Additionally, security personnel will
issue written warning tickets for vehicles being parked in areas designated as no
parking areas, unauthorized vehicles in State parking lots, State parking permits
not visible, State parking permits invalid, or vehicles illegally parked in reserved
parking spaces. Parking lot posts may be added or deleted at the State's
discretion, subject to the compensation provisions stated above in Section
A.31.a.

ii.

Patrol Schedule
RFP # 31701-03107
70

(1)

CCSC
Beginning at 8:00 am, a security officer patrols the perimeter of the
building once each hour until 6:00 pm. The perimeter patrol includes a
pass through the parking lot to the north and the parking lot to the south
of the CCSC facility. Security officers continue to monitor the perimeter
of the building via security cameras during overnight hours between 6:00
pm and 8:00 am.

(2)

TSSC
Beginning at 8:00 am, a security officer patrols the perimeter of the
building once each hour until 6:00 pm. The perimeter patrol includes a
security check of the gate to the secondary access road, a pass through
the facility parking lot, a pass by the loading dock, and a security check
of the front gate. Security officers continue to monitor the perimeter of
the building via security cameras during overnight hours between 6:00
pm and 8:00 am.

d.

Emergency Plans
The Contractor shall, within thirty (30) days of final approval of the Contract, develop and
implement an emergency evacuation plan and security plan for both buildings. The
Contractor shall coordinate with each Facility Manager and with each State Facility
Administrator to review all disaster response plans for the facilities. This will include all
plans for evacuation and other responses to fire, civil disobedience, bomb threats, acts of
God and/or other emergencies. One (1) copy of the plans shall be maintained in a binder
at each guard post; one (1) copy shall be provided to the Facility Manager for each
facility. These procedures will be written and indexed in the States provided SOP
(Standard Operating Procedure) format and maintained in Microsoft Word.

e.

Security Personnel Requirements

Security personnel assigned to this contract are required to meet the prerequisite
qualifications listed in Attachment E of this contract.
i.

Physical Exam
Security personnel assigned to this contract are required to pass a physical
examination by a licensed physician, annually. The examination will include drug
and alcohol testing. All completed physicals are to be submitted to the Data
Center Director within ninety (90) days of Contract Start Date, and annually on
the anniversary of the Contract Start Date. The Contractor will have ninety (90)
days to submit the Physical documentation for all newly hired guard personnel
who become employees under this contract. All costs for the initial and
subsequent annual physical examinations will be the responsibility of the
Contractor.

ii.

Physical Fitness Test

Additionally, all security personnel must pass a Physical Fitness Test (PFT). The
test will be administered before security personnel are qualified to be assigned to
this Contract's scope of work and annually thereafter. The test will be conducted
by the Contractor and written verification provided to the State upon successful
completion. If security personnel fail the physical or physical fitness test in
subsequent years, he/she will be required to be retested within 60 days after the
date of the failed test. If security personnel fail either test for the second time,
RFP # 31701-03107
71

the security personnel will be removed from assignment from this contract until
such time as the personnel can successfully pass the physical and physical
fitness test. The physical fitness testing standard will require that any potential
security personnel be capable of walking or running a distance of 1 mile in ten
(10) minutes or less. Potential security personnel must also be capable of
ascending six (6) floors of stairs in five (5) minutes or less. The State reserves
the right to administer the PFT to security personnel, if it is deemed necessary to
verify results.
iii.

Professionalism
All Contractor employees assigned to work in State facilities are expected to be
accountable, responsible and able to meet unexpected situations in a calm,
competent and professional manner. All security personnel assigned by the
Contractor shall be presented to the Facility Administrator or a designat ed
representative of the Facility Administrators office prior to being assigned to
any post. The purpose of this presentation is to allow the State an opportunity
to concur with the assignment of any person that the Contractor may present.
When arriving for such presentation, the security personnel candidate shall be
in uniform identical to that which shall be worn during regular shift assignments.

iv.

Security Personnel Licensing

All security personnel identified by the Contractor to perform under this contract
shall possess at the time of contract performance, all personal licenses,
permits, ratings, certifications, accreditations, and other personal credentials
required by law, regulation, ordinance, or contract specification prior to starting
work at any State facility, grounds, or parking lot. No security personnel shall
be assigned to a post if he/she is under a pending license application.

v.

Background Checks
The Contractor is responsible for insuring that background checks are
completed, at no cost to the State, on all Contractor employees performing
security duties under this contract. The Contractor screenings will include, as a
minimum, a Tennessee Bureau of Investigation criminal background check,
National Crime Information Center background check, a valid Tennessee State
driver's license review, written verification of previous two (2) year's of
employment, and written verification of at least three (3) references. The cost
of any additional background inquiries will also be borne by the Contractor.
Contractor shall ensure that no security personnel employed shall have been
convicted of a felony. Any security personnel determined to have been convicted
of a felony shall not be allowed to serve on a post.

f.

Regulatory Requirements for Security Guards

The Contractor shall comply with all applicable requirements of the Private Protective
Services Licensing and Regulatory Act, Tennessee Code Annotated Title 62, Chapter 35,
Section 101 et seq. the Act.] Contractor shall be properly licensed under the Act to
provide security guards and shall provide licensure information including license number
and expiration date. Contractor shall provide security guards that are properly registered
under the Act and will provide copies of valid registration cards issued by the Department
of Commerce and Insurance. If Contractor claims that it is exempt from the licensure
requirements of the Act, or that any security guard it provides is exempt from the
registration provisions of the Act, it will provide a written statement describing the factual
basis of this exemption and a reference to the part of the Act authorizing the exemption.

g.

Security Employee Probation

RFP # 31701-03107
72

The Contractor shall assign employees to the State's premises with the understanding
that for the first ninety (90) calendar days that assignment is considered probationary.
During this probationary period the State may at its own discretion, require the
Contractor's employee be removed from the Contract. On completion of the
probationary period, the State will request removal of a Contractor employee on a
cause basis only.
h.

Policies and Procedures

The Contractor shall train security personnel, within two (2) weeks of Contract Start Date.
The Contractor will create, develop, and maintain an SOP manual (Standard Operating
Procedure) for all security policies and procedure. All policies and procedures will be
approved by OIR. Using this documentation as a basis for security policies and
procedures, the Contractor shall post orders, and individual job duties for an efficient and
effective security program for specified buildings, grounds and parking lots. The manual
shall include methods of control and specified duties for the various shifts.

i.

Training
The Contractor shall ensure that security personnel are trained in all categories of the
four (4) security disciplines: Prevention/Protection; Enforcement; Emergency Procedures;
Special Equipment. Additionally, during the probationary period of any individual, the
Contractor shall provide on-the-job training as follows or as specifically appropriate to the
type of services to be delivered. On-the-job training, as interpreted herein, is only
conducted under the direct supervision of qualified security personnel (approved by the
State) who has by practice and experience, a working knowledge of all of the State's
procedures, and practices appropriate to the life, safety and security matters of the site.
All replacement security personnel shall meet the same training requirements, and the
Contractor shall be responsible to train new and replacement employees in the areas
required. The Contractor shall have thirty (30) days to complete this training after
hiring of replacement personnel, and must notify the Facility Manager's Office or
his/her representative in writing when training is completed.
Each guard will be required to attend, and satisfactorily complete, the training curriculum.
The Contractor shall provide written evidence of the completion of such training, detailing
the instruction matter covered and instruction periods in each specific area. The
Contractor shall be responsible for coordinating this instruction with Security Supervisors
to assure the required protection level is maintained at all times.
At a minimum, the training curricula shall consist of the following:
i.

Prevention/Protection
Patrol requirements;
Communication system use and procedures;
Use of vehicles;
Hazard identification: initial action and reporting; Identification systems;
Package screening procedures;
Traffic, Parking Control and Enforcement;
Receiving dock operations and procedures;
Response to fire and intrusion alarms and reports;
Responsibilities of individual posts for timely intervention response to
alarms and emergency situations;
RFP # 31701-03107
73

Specific escort requirements;

Power and air conditioning alerts; and,
Appearance, bearing, and demeanor.
ii.

Enforcement
Techniques of handling confrontations with State employees, visitors and
contractors;
Techniques of handling normal business contacts with State employees, senior
level executives, visitors, special guests and contractors;
Specific post instructions;
Enforcement responsibilities of State's procedures and regulations;
Review of criminal law procedures regarding potential site confrontations;
Documentation of and preservation of evidence;
Limitations on search and seizure; and,
Proper report writing.

iii.

Emergency Procedures
Basic first aid practices;
Evacuation practices;
Bomb search practices; and,
Power failure practices.

iv.

Special Equipment
Operation of radio communications systems;
Operation of Closed Circuit Television systems; and,
Operation of computerized alarm and access control systems.

j.

Facility Orientation
Within thirty (30) days of the Contract Start Date, the Contractor will coordinate with the
appropriate Facility Manager to conduct orientation training sessions for all security
personnel assigned to each building. Such orientation shall be at times determined by
mutual agreement, but in no case will security personnel assume the duty in a facility for
which he or she has not received the orientation training. It is requested by the State that
all security personnel be trained so as to have an understanding of the building
emergency plan, be capable of understanding messages from the building emergency
alarm system, know how to set the alarm system, know proper procedures in the event of
a building emergency, to have read and understand the overall security plan as
developed and submitted by the Contractor, know procedures to notify State personnel
after hours of any incident considered by the Contractor to be an emergency, monitor and
record building equipment readings, etc. (i.e. be capable of summoning assistance from
Contractor supervisor, according to predetermined plan if need arises). The Contractor
will maintain complete written records of the training provided all security personnel, and
will make these records available to the State for verification upon request.
Note - until security personnel have been trained in accordance with security
Contractors training plan, such personnel may not be assigned to a post. Cost of all
training is to be borne by the Contractor.
RFP # 31701-03107
74

These orientation sessions will be mandatory and will be held at no cost to the State.
After orientations have been held for the Contractor's initial assigned staff, any new
security personnel assigned to a facility shall be required to work a full shift with an
experienced guard prior to assuming the post alone. The orientation shift will be at no
cost to the State.
k.

Post Orders
The Contractor shall review and update as appropriate within thirty (30) days of Contract
Start Date, the existing Post Orders for each post in each facility. Post Orders shall
include methods of control of ingress and egress; systems operations requirements;
appropriate uniform wear; key telephone contact numbers; and other specified duties for
the various shifts. Post Orders for newly established posts shall be developed and
written within thirty (30) days of creation of the post. All Post Orders shall be submitted to
the State Facility Administrator for review and approval. One (1) copy of the Post Orders
shall be kept in a binder at each post at all times; one (1) copy of all the Post Orders
pertaining to all the posts within a facility shall be maintained and available to the Security
Supervisor at all times; one (1) copy of each of the Post Orders for a facility shall be
provided to the Facility Manager. All Post Orders shall be reviewed and updated
annually or more often if there are significant changes to a post's procedures.

l.

Uniforms
The Contractor shall furnish all appropriate uniforms, supplies and equipment necessary
to perform the services required by this Contract (i.e., two-way radio equipment, security
vehicles, identification tags, forms, registers, etc.). Security personnel uniforms shall
present a professional appearance. Appropriate company and position identification shall
be plainly visible on all garments. All uniforms shall be consistent in color, design and
appearance throughout all State facilities serviced under this Contract. The only
acceptable footwear will be polished black shoes. Security personnel will remain in
complete uniform at all times when on duty unless specifically authorized otherwise by
the Facility Administrator. Alternate uniforms for special circumstances will be approved
on a case by case basis by the Facility Administrator.

m.

Security Equipment
The Contractor shall provide radio equipment as necessary to accomplish the security
functions at each of the various facilities, grounds, and parking lots. The Contractor shall
maintain a sufficient number of extra compatible communication devices, batteries,
chargers and other accessories to insure instant replacement for non-working units and
to allow for immediate response to temporary ad hoc security requirements. All security
personnel on duty shall be equipped with a compatible communication device with a
common authorized frequency. In addition, three (3) other identical devices are to be
supplied for use by the Facility Manager so as to monitor security procedures, and
respond immediately to security questions at their respective buildings.
All equipment provided by the Contractor is to be maintained by the Contractor and the
Contractor shall have sole responsibility for the same. All such equipment shall be in
good working order, and may be tested by the State to assure compliance. Equipment
used on State property, may be stored on State property when not in use (i.e.
overnight/weekends), if approved by the Facility Manager, and shall be at a location
determined by the Facility Manager. The State is not responsible for the Contractor's
equipment stored at State facilities. The transport of said equipment to the designated
location is the responsibility of the Contractor.

n.

Shifts

RFP # 31701-03107
75

The Contractor shall provide security personnel to manage a Contractor-specified

number of shifts as designated for the performance of this Contract. The
relating/receiving information to contract Contractor's office, preparation of attendance
reports, payroll, and distribution of employment applications or the performance of other
activities relating to the management or personnel administration of contract Security
Company's business shall not be performed on State property. In the event any and or
all post(s) are left unmanned due to absenteeism, sickness, accidents, etc., the
Contractor is to have a maximum of sixty (60) minutes to provide qualified replacement
guard(s) for all unmanned post(s). The Contractor shall provide a Security Supervisor
on-site at each of the CCSC and TSSC sites Monday through Friday from 8 am until 5
pm. The Security Supervisor shall be available to respond to requests by the State
Facility Administrator, the Data Center Director, or contract security employees to make
unexpected visits to facilities covered by this contract agreement, for the purpose of filling
vacant posts, resolving personnel matters, and other related situations in a professional
manner. A Security Supervisor shall be available 7x24x365, and shall be able to arrive at
any facility covered by this Contract within one (1) hour of being summoned. The normal
or routine schedule is to be determined by the State Facility Administrator.
No security personnel assigned under this Contract shall perform duties in excess of
eight (8) continuous hours without a minimum of twelve (12) hours off-duty rest time.
Post shift hours may be extended, however, they will not exceed twelve (12) continuous
hours without a minimum of fourteen (14) hours off-duty time. In time of emergency (e.g.,
natural disaster, terrorist attack, prolonged severe weather, etc.) and with the prior
approval of State Facility Administrator, this provision may be waived for the duration of
the emergency. Only the State Facility Administrator can authorize any changes to the
aforementioned schedule of work hours.
o.

Sign in/Sign out Registers

The Contractor will maintain appropriate Sign In/Sign Out registers for their personnel,
State employees and visitors/vendors. Such registers will be located and controlled at
each post responsible for monitoring ingress/egress at each specified building. The
registers will be filed daily with the Facility Manager. The Sign in/Sign out registers for
security personnel will be checked by the Facility Manager and will become the State's
basic documentation for confirmation of contractual obligations. The Contractor will also
monitor and control parking area access as appropriate to assure security for State
employees and visitors. The Contractor will also lock and unlock various doors in
facilities at times designated by the State.

p.

Reporting
All security personnel shall log and report all unusual events during their shift. Security
personnel are expected to take adequate measures based on Contractor's established
and approved policies and procedures to protect the State's employees, visitors and
properties and provide assistance in the event of any emergency situation. All rounds
reports, event reports, accident reports, and observations will include details and time
stamps.

q.

Supervisor Duties
i.

Upon arrival for duty, read all shift logs from the preceding shift or shifts, and
record any incident requiring investigation/scrutiny. This should be done as soon
as possible after arrival.

ii.

Relate to State employees in a positive and courteous manner when questions

are asked and cooperate with the contract services and Facility Administrators to
resolve issues and obtain instructions and answers to questions as necessary.

RFP # 31701-03107
76

r.

iii.

Monitor security personnel to insure that only State business is being conducted
while they are on duty. Officers shall not conduct personal business or vendor
business that does not relate to the State Contract. The State will not pay for any
costs that may be a result of Contractor personnel conducting other than State
business.

iv.

Attend an informal staff meeting, with the Facility Administrator, Data Center
Director, and the Custodial Supervisor, in the Facility Administrator's office to
discuss and exchange information relating to the facilities. Staff meetings shall
occur, upon Contract Start Date, and quarterly thereafter, unless otherwise
needed.

v.

Fill any vacant posts either with substitute personnel or by the supervisor.
Note excluding breaks or meals, in the case of a posting modification
requiring additional security personnel/hours when the Security Supervisor
fills a post not to exceed a maximum of two (2) hours per shift unless
approved by the Facility Administrator, the hourly rate for Security Officers will
be charged and paid, and not the Senior Security Officer or Security
Supervisor rates, if the rates are different. The Security Supervisor's normal
or routine schedule is to be determined by the Facility Administrator.

vi.

Assist all security personnel in the performance of their duties.

vii.

Carry a cell phone at all times, and respond to any calls within one (1) hour
maximum.

viii.

Submit all forms utilized by the Contractor relating to State business to the
Facility Administrators office daily and forms are to be separated/designated by
date and incident.

State Requirements
i.

The State may require the Contractor to exclude from work such employees as it
deems incompetent, careless, insubordinate, unsuitable, or otherwise
objectionable, or whose continued employment in security is determined to be
contrary to the public interest or inconsistent with the best interest of the State.
This shall include, but not be limited to, the following:
(1)

Falsifying documents;

(2)

Infrequent patrolling procedures;

(3)

Loss, destruction, or irresponsible use of State equipment, or

keys entrusted to its charge; and,

(4)

Unsatisfactory performance.

Employees dismissed for cause or other reasons deemed necessary by the

State, shall not be allowed to return, at a future date, to any posting at any facility
covered by this Contract.
ii.

The State specifically reserves the right to approve or disapprove any person
being assigned to a post, prior to assignment to any State post (new employees),
and furthermore may withdraw approval which was previously granted based on
actions of security personnel or upon learning of information about said
personnel that was not known prior to the personnel being assigned, and
employment of the personnel in a State building would not be in the best interest
of the State.

RFP # 31701-03107
77

B.

iii.

Security stations (e.g., desks, chairs, telephones, etc.) shall be provided and
designated by the State to be occupied by the Contractor's employees.

iv.

The State is not responsible for the safekeeping and condition of stored
equipment and will not be held responsible or liable for damage, theft,
vandalism to said equipment while stored on State property.

CONTRACT PERIOD:
This Contract shall be effective for the period beginning January 26, 2015, and ending on January
25, 2020. The Contractor hereby acknowledges and affirms that the State shall have no
obligation for services rendered by the Contractor which were not performed within this specified
contract period.

C.

PAYMENT TERMS AND CONDITIONS:

C.1.

Maximum Liability. In no event shall the maximum liability of the State under this Contract
exceed Written Dollar Amount ($Number). The payment rates in section C.3 shall constitute the
entire compensation due the Contractor for all service and Contractor obligations hereunder
regardless of the difficulty, materials or equipment required. The payment rates include, but are
not limited to, all applicable taxes, fees, overheads, and all other direct and indirect costs incurred
or to be incurred by the Contractor.
The Contractor is not entitled to be paid the maximum liability for any period under the Contract or
any extensions of the Contract for work not requested by the State. The maximum liability
represents available funds for payment to the Contractor and does not guarantee payment of any
such funds to the Contractor under this Contract unless the State requests work and the
Contractor performs said work. In which case, the Contractor shall be paid in accordance with
the payment rates detailed in section C.3. The State is under no obligation to request work from
the Contractor in any specific dollar amounts or to request any work at all from the Contractor
during any period of this Contract.

C.2.

Compensation Firm. The payment rates and the maximum liability of the State under this
Contract are firm for the duration of the Contract and are not subject to escalation for any reason
unless amended.

C.3.

Payment Methodology. The Contractor shall be compensated based on the payment rates herein
for units of service authorized by the State in a total amount not to exceed the Contract Maximum
Liability established in section C.1.
a.

The Contractors compensation shall be contingent upon the satisfactory completion of

units, milestones, or increments of service defined in section A.

b.

The Contractor shall be compensated for said units, milestones, or increments of service
based upon the following payment rates:
i.

Routine Maintenance Items.

(1)

Routine Maintenance Items are products and services with usage

patterns that can be predicted with reasonable accuracy in advance of
their need. Examples include, but are not limited to, cleaning and
janitorial supplies; normal wear items such as air filters, light bulbs, and
ballasts; and any other supplies or services having recommended
replacement schedules described in equipment maintenance/service
manuals. The Contractor shall perform routine maintenance in
accordance with the original equipment manufacturers specifications
and industry-standard best practices.
RFP # 31701-03107
78

(2)

Work associated with Routine Maintenance Items shall be performed by

Contractor staff already on-site at the State Data Centers, during normal
working hours, and the Contractor shall not invoice the State separately
for these labor hours. This shall include work performed by the On-Site
Facility Managers, On-Site Senior Electricians, and On-Site Senior
Mechanical and HVAC Specialists, as detailed in Contract Section A.23.

(3)

The State shall compensate the Contractor for Routine Maintenance

Items through a monthly maintenance fee, which shall be invoiced at the
end of the month during which the maintenance services were provided.
In return for the monthly maintenance fee, the Contractor shall provide to
the State all of the products/services indicated in the Routine Maint.
Column in Contract Attachment B, for both data center locations.
Amount
(per compensable increment)

Service Description

Monthly Maintenance Fee

ii.

Year 1
(01/26/15
01/25/16)

Year 2
(01/26/16
01/25/17)

Year 3
(01/26/17
01/25/18)

Year 4
(01/26/18
01/25/19)

Year 5
(01/26/19
01/25/20)

$0.00 /
MONTH

$0.00 /
MONTH

$0.00 /
MONTH

$0.00 /
MONTH

$0.00 /
MONTH

Standard Time and Materials (T&M) Items.

(1)

Standard T&M items are labor or parts/supplies (Materials) for which

the State will compensate the Contractor. Examples include, but are not
limited to: labor hours outside of normal State work hours or hours
worked by specialized personnel (in addition to normal on-site Contractor
staff); diesel fuel; and parts/supplies required for enhancements or
break/fix repairs. Note that consumables, such as toilet paper, soap, and
cleaning products are not considered Materials.

(2)

Whenever appropriate and possible, work shall be performed by

Contractor staff already on-site at the State Data Center, during normal
working hours, and the Contractor shall not invoice the State separately
for these labor hours.

(3)

If a given repair event cannot be performed by Contractor staff already

on-site at the State Data Center, or cannot be performed during normal
State work hours, then the Contractor shall obtain written approval from
the State prior to beginning the work. In this case, the Contractor will
submit a written request to the State that describes the personnel
required and the maximum number of hours the Contractor anticipates
for the repair. The Contractor may work this number of hours; however,
the Contractor must request an additional written approval from the State
for any hours over this amount. The State will compensate the
Contractor for such hours at the Reimbursable Hourly Rates listed below.
The same rates apply regardless of whether hours are normal working
hours or overtime hours.

(4)

The State may require the Contractor to provide written documentation to

substantiate parts/supplies and labor expenses.

(5)

In the event that the State wishes to purchase spare parts/supplies from
inventories remaining at the end of the contract, the Contractor shall
base its price to the State on the original purchase price for the

RFP # 31701-03107
79

parts/supplies in question, and not on the price current at the time of the
States purchase.
REIMBURSABLE HOURLY RATES
Amount
(per compensable increment)
Year 1
(01/26/15

01/25/16)

Year 2
(01/26/16

01/25/17)

Year 3
(01/26/17

01/25/18)

Year 4
(01/26/18

01/25/19)

Year 5
(01/26/19

01/25/20)

Facility Manager

$0.00
per hour

$ 0.00
per hour

$ 0.00
per hour

$ 0.00
per hour

$ 0.00
per hour

Architect

$0.00
per hour

$ 0.00
per hour

$ 0.00
per hour

$ 0.00
per hour

$ 0.00
per hour

Mechanical Engineer

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Electrical Engineer

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Licensed Electrician

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Senior Journeyman Level Electrician

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Senior Journeyman Level

Mechanical and HVAC Specialist

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Plumber

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Senior Level Plumber

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Project Manager

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Unskilled Labor

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00

$0.00

$0.00

$0.00

$0.00

Service Description

General Skilled Labor

RFP # 31701-03107
80

Amount
(per compensable increment)
Year 1
(01/26/15

01/25/16)

Year 2
(01/26/16

01/25/17)

Year 3
(01/26/17

01/25/18)

Year 4
(01/26/18

01/25/19)

Year 5
(01/26/19

01/25/20)

per hour

per hour

per hour

per hour

per hour

Custodian

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Lawn Care Supervisor

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Lawn Care Specialist

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Security Officer

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Senior Security Officer

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Security Supervisor

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

$0.00
per hour

Service Description

(6)

The Contractor shall not be compensated for travel time to the primary
location of service provision.

(7)

Parts/Supplies and Diesel Fuel expenses are invoiced to the State at the
price the Contractor paid for the items in question, plus a mark-up
amount at the percentage stated below.
Amount
(per compensable increment)

Service Description

Year 1
(01/26/15

01/25/16)

Year 2
(01/26/16

01/25/17)

Year 3
(01/26/17

01/25/18)

Year 4
(01/26/18

01/25/19)

Year 5
(01/26/19

01/25/20)

Parts/Supplies Mark-Up Percentage

0.00 %

0.00 %

0.00 %

0.00 %

0.00 %

Diesel Fuel Mark-Up Percentage

0.00 %

0.00 %

0.00 %

0.00 %

0.00 %

iii.

Cost-Capped Materials. Cost-Capped Materials are part/supplies required for

enhancements or break-fix repairs, with usage patterns that cannot be predicted
with reasonable accuracy in advance of their need. Note that consumables, such
as toilet paper, soap, and cleaning products are not considered Materials.
RFP # 31701-03107
81

(1)

Compensable Cost-Capped Materials. The State will compensate the

Contractor for parts/supplies associated with enhancements or break/fix
repairs, including, but not limited to, incidental components such as
electrical outlets, wire, switches, as well as repair components such as
compressors, bearings, heaters, fan motors, if the respective expenses
meet either of the following criteria:
(a)

Parts/supplies expenses that exceed $5,000 for any one repair

event (the State will pay the full amount, not just the amount in
excess of $5,000);

(b)

Parts/supplies expenses in excess of the Materials Out-OfPocket Expense Cap threshold described in [Link].(2),
subsections (b) and (c) below.

Note that Parts/supplies expenses includes the Parts Supplies MarkUp Percentage amount described [Link].(7).
The labor for performing enhancements or break/fix repairs will not be
included in the calculation of the parts/supplies expense for a given
repair event. In all cases the Contractor shall make its best effort to
ensure that all enhancement and break/fix work is performed by staff
already on-site at the data center. The State will compensate the
Contractor for labor for enhancements and break/fix repairs in
accordance with the provisions of Contract Sections [Link].(2) and (3)
above.
(2)

Non-Compensable Cost-Capped Materials.

(a)

For a given enhancement or repair event, if the parts/supplies

expenses do not exceed the thresholds given in Contract
Sections [Link].(1)(a) and [Link].(1)(b), above, the State shall
not compensate the Contractor for the parts/supplies required for
the repair, and such parts/supplies shall be known as NonCompensable Cost-Capped Materials. For each Contract year,
the State will track the aggregate total cost of Non-Compensable
Cost-Capped Materials that do not exceed the thresholds. This
running total is known as the Materials Out-Of-Pocket Expense.

(b)

The State shall not compensate the Contractor for Cost-Capped

Materials until the Contractors Materials Out-Of-Pocket Expense
exceeds the Materials Out-Of-Pocket Expense Cap in any
Contract year. In Contract Year 1 the Materials Out-Of-Pocket
Expense Cap will be $60,000. In the event that Materials OutOf-Pocket Expenses are less than $60,000 in Contract Year 1,
the difference shall be carried forward into the Contract Year 2,
and shall have the effect of increasing the Out-Of-Pocket
Expense Cap for Contract Year 2 by the amount of the
difference. This same process of carrying forward residual
amounts shall apply to all Contract Years. The Materials Out-OfPocket Expense Cap for Years 2 through 5 of the Contract shall
be $60,000 plus any residual amount(s) carried forward from the
previous year(s).

(c)

The State will compensate the Contractor for parts/supplies

needed for an enhancement or break/fix repair in which the
Contractors parts/supplies expense, when added to the running

RFP # 31701-03107
82

total of the Materials Out-Of-Pocket Expense would result in a

Materials Out-Of-Pocket Expense that exceeds the Materials
Out-Of-Pocket Expense Cap for the year in question. In each
case, the State will compensate the Contractor for the
parts/supplies cost in excess, as well as any subsequent CostCapped T&M Item expenses incurred within the same Contract
year.
(3)

iv.

Lawn Care Services.

(1)

Service Description

Monthly Lawn Care Fee

v.

At the end of the contract, if there is an amount remaining in the

Materials Out-Of-Pocket Expense Cap (meaning that the Materials OutOf-Pocket Expenses for Contract Year 5 did not exceed the Materials
Out-Of-Pocket Expense Cap for that year), the Contractor shall
reimburse the State for the amount remaining. This reimbursement shall
be made in one, or both, of the following ways, until the entire remaining
balance is restored to the State: (i) reduction of invoice(s) (this shall be
the method of first resort); or, (ii) check made out to the State of
Tennessee, Department of Finance and Administration.

The lawn care fee shall be prorated for partial acres in an amount directly
related to the size of the partial acre. For example, if the partial acre is
one-quarter (1/4) acre in size, the rate for this partial acre shall be
determined by multiplying the rate in the table below by .25.

Year 1
(01/26/15

01/25/16)
$ 0.00
per acre /
per month

Amount
(per compensable increment)
Year 2
Year 3
Year 4
(01/26/16
(01/26/17
(01/26/18

01/25/17)
01/25/18)
01/25/19)
$ 0.00
per acre /
per month

$ 0.00
per acre /
per month

$ 0.00
per acre /
per month

Year 5
(01/26/19

01/25/20)
$ 0.00
per acre /
per month

Security Services.

Service Description

Monthly Security Services Fee

Year 1
(01/26/15

01/25/16)

Amount
(per compensable increment)
Year 2
Year 3
Year 4
(01/26/16
(01/26/17
(01/26/18

01/25/17)
01/25/18)
01/25/19)

Year 5
(01/26/19

01/25/20)

$ 0.00
per month

$ 0.00
per month

$ 0.00
per month

$ 0.00
per month

$ 0.00
per month

C.4.

Travel Compensation. The Contractor shall not be compensated or reimbursed for travel, meals,
or lodging.

C.5.

Invoice Requirements. The Contractor shall invoice the State only for completed increments of
service and for the amount stipulated in section C.3, above, and present said invoices no more
often than monthly, with all necessary supporting documentation, to:

RFP # 31701-03107
83

Executive Director, Data Center Operations

Department of Finance and Administration
Office for Information Resources (OIR)
th
901 5 Avenue North
Nashville, TN 37243
a.

Each invoice shall clearly and accurately detail all of the following required information
(calculations must be extended and totaled correctly).
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(10)
(11)

Invoice Number (assigned by the Contractor)

Invoice Date
Contract Number (assigned by the State)
Customer Account Name: Department of Finance and Administration, Office for
Information Resources;
Customer Account Number (assigned by the Contractor to the above-referenced
Customer)
Contractor Name
Contractor Tennessee Edison Registration ID Number Referenced in Preamble
of this Contract
Contractor Contact for Invoice Questions (name, phone, and/or fax)
Contractor Remittance Address
Description of Delivered Service
Complete Itemization of Charges, which shall detail the following:
i.
ii.
iii.
iv.
v.

b.

Service or Milestone Description (including name & title as applicable) of

each service invoiced
Number of Completed Units, Increments, Hours, or Days as applicable,
of each service invoiced
Applicable Payment Rate (as stipulated in Section C.3.) of each service
invoiced
Amount Due by Service
Total Amount Due for the invoice period

The Contractor understands and agrees that an invoice under this Contract shall:
(1)
(2)
(3)
(4)

include only charges for service described in Contract Section A and in

accordance with payment terms and conditions set forth in Contract Section C;
only be submitted for completed service and shall not include any charge for
future work;
not include sales tax or shipping charges; and
initiate the timeframe for payment (and any discounts) only when the State is in
receipt of the invoice, and the invoice meets the minimum requirements of this
section C.5.

C.6.

Payment of Invoice. A payment by the State shall not prejudice the State's right to object to or
question any payment, invoice, or matter in relation thereto. A payment by the State shall not be
construed as acceptance of any part of the work or service provided or as approval of any
amount invoiced.

C.7.

Invoice Reductions. The Contractor's invoice shall be subject to reduction for amounts included
in any invoice or payment theretofore made which are determined by the State, on the basis of
audits conducted in accordance with the terms of this Contract, not to constitute proper
remuneration for compensable services.

C.8.

Deductions. The State reserves the right to deduct from amounts, which are or shall become due
and payable to the Contractor under this or any contract between the Contractor and the State of
Tennessee any amounts, which are or shall become due and payable to the State of Tennessee
by the Contractor.
RFP # 31701-03107
84

C.9.

Prerequisite Documentation. The Contractor shall not invoice the State under this Contract until
the State has received the following documentation properly completed.
a.

The Contractor shall complete, sign, and present to the State an "Authorization
Agreement for Automatic Deposit (ACH Credits) Form" provided by the State. By doing
so, the Contractor acknowledges and agrees that, once said form is received by the
State, all payments to the Contractor, under this or any other contract the Contractor has
with the State of Tennessee shall be made by Automated Clearing House (ACH).

b.

The Contractor shall complete, sign, and present to the State a "Substitute W-9 Form
provided by the State. The taxpayer identification number detailed by said form must
agree with the Contractor's Federal Employer Identification Number or Tennessee Edison
Registration ID referenced in this Contract.

D.

STANDARD TERMS AND CONDITIONS:

D.1.

Required Approvals. The State is not bound by this Contract until it is signed by the contract
parties and approved by appropriate officials in accordance with applicable Tennessee laws and
regulations (depending upon the specifics of this contract, said officials may include, but are not
limited to, the Commissioner of Finance and Administration, the Commissioner of Human
Resources, and the Comptroller of the Treasury).

D.2.

Modification and Amendment. This Contract may be modified only by a written amendment
signed by all parties hereto and approved by both the officials who approved the base contract
and, depending upon the specifics of the contract as amended, any additional officials required by
Tennessee laws and regulations (said officials may include, but are not limited to, the
Commissioner of Finance and Administration, the Commissioner of Human Resources, and the
Comptroller of the Treasury).

D.3.

Termination for Convenience. The State may terminate this Contract without cause for any
reason. Said termination shall not be deemed a breach of contract by the State. The State shall
give the Contractor at least sixty (60) days written notice before the effective termination date.
The Contractor shall be entitled to compensation for satisfactory, authorized service completed as
of the termination date, but in no event shall the State be liable to the Contractor for
compensation for any service which has not been rendered. Upon such termination, the
Contractor shall have no right to any actual general, special, incidental, consequential, or any
other damages whatsoever of any description or amount.

D.4.

Termination for Cause. If the Contractor fails to properly perform its obligations under this
Contract in a timely or proper manner, or if the Contractor violates any terms of this Contract, the
State shall have the right to immediately terminate the Contract and withhold payments in excess
of fair compensation for completed services. Notwithstanding the above, the Contractor shall not
be relieved of liability to the State for damages sustained by virtue of any breach of this Contract
by the Contractor.

D.5.

Subcontracting. The Contractor shall not assign this Contract or enter into a subcontract for any
of the services performed under this Contract without obtaining the prior written approval of the
State. If such subcontracts are approved by the State, each shall contain, at a minimum, sections
of this Contract below pertaining to "Conflicts of Interest," "Nondiscrimination," and Records (as
identified by the section headings). Notwithstanding any use of approved subcontractors, the
Contractor shall be the prime contractor and shall be responsible for all work performed.

D.6.

Conflicts of Interest. The Contractor warrants that no part of the total Contract Amount shall be
paid directly or indirectly to an employee or official of the State of Tennessee as wages,
compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or
consultant to the Contractor in connection with any work contemplated or performed relative to
this Contract.
RFP # 31701-03107
85

The Contractor acknowledges, understands, and agrees that this Contract shall be null and void if
the Contractor is, or within the past six months has been, an employee of the State of Tennessee
or if the Contractor is an entity in which a controlling interest is held by an individual who is, or
within the past six months has been, an employee of the State of Tennessee.
D.7.

Nondiscrimination. The Contractor hereby agrees, warrants, and assures that no person shall be
excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination
in the performance of this Contract or in the employment practices of the Contractor on the
grounds of handicap or disability, age, race, color, religion, sex, national origin, or any other
classification protected by Federal, Tennessee State constitutional, or statutory law. The
Contractor shall, upon request, show proof of such nondiscrimination and shall post in
conspicuous places, available to all employees and applicants, notices of nondiscrimination.

D.8.

Prohibition of Illegal Immigrants. The requirements of Tenn. Code Ann. 12-3-309 addressing
the use of illegal immigrants in the performance of any contract to supply goods or services to the
state of Tennessee, shall be a material provision of this Contract, a breach of which shall be
grounds for monetary and other penalties, up to and including termination of this Contract.

D.9.

a.

The Contractor agrees that the Contractor shall not knowingly utilize the services of an
illegal immigrant in the performance of this Contract and shall not knowingly utilize the
services of any subcontractor who will utilize the services of an illegal immigrant in the
performance of this Contract. The Contractor shall reaffirm this attestation, in writing, by
submitting to the State a completed and signed copy of the document at Attachment A,
hereto, semi-annually during the period of this Contract. Such attestations shall be
maintained by the Contractor and made available to State officials upon request.

b.

Prior to the use of any subcontractor in the performance of this Contract, and semiannually thereafter, during the period of this Contract, the Contractor shall obtain and
retain a current, written attestation that the subcontractor shall not knowingly utilize the
services of an illegal immigrant to perform work under this Contract and shall not
knowingly utilize the services of any subcontractor who will utilize the services of an
illegal immigrant to perform work under this Contract. Attestations obtained from such
subcontractors shall be maintained by the Contractor and made available to state officials
upon request.

c.

The Contractor shall maintain records for all personnel used in the performance of this
Contract. Said records shall be subject to review and random inspection at any
reasonable time upon reasonable notice by the State.

d.

The Contractor understands and agrees that failure to comply with this section will be
subject to the sanctions of Tenn. Code Ann. 12-3-309 for acts or omissions occurring
after its effective date.

e.

For purposes of this Contract, "illegal immigrant" shall be defined as any person who is
not either a United States citizen, a Lawful Permanent Resident, or a person whose
physical presence in the United States is authorized or allowed by the federal
Department of Homeland Security and who, under federal immigration laws and/or
regulations, is authorized to be employed in the U.S. or is otherwise authorized to provide
services under the Contract.

Records. The Contractor shall maintain documentation for all charges under this Contract. The
books, records, and documents of the Contractor, insofar as they relate to work performed or
money received under this Contract, shall be maintained for a period of three (3) full years from
the date of the final payment and shall be subject to audit at any reasonable time and upon
reasonable notice by the State, the Comptroller of the Treasury, or their duly appointed
representatives. The financial statements shall be prepared in accordance with generally
accepted accounting principles.
RFP # 31701-03107
86

D.10.

Prevailing Wage Rates. All State contracts for highway construction projects, which are for the
purpose of building, rebuilding, locating, relocating or repairing any streets, highways or bridges,
require compliance with the prevailing wage laws as provided in Tenn. Code Ann. 12-4-401
415.

D.11.

Monitoring. The Contractors activities conducted and records maintained pursuant to this
Contract shall be subject to monitoring and evaluation by the State, the Comptroller of the
Treasury, or their duly appointed representatives.

D.12.

Progress Reports. The Contractor shall submit brief, periodic, progress reports to the State as
requested.

D.13.

Strict Performance. Failure by any party to this Contract to insist in any one or more cases upon
the strict performance of any of the terms, covenants, conditions, or provisions of this Contract
shall not be construed as a waiver or relinquishment of any such term, covenant, condition, or
provision. No term or condition of this Contract shall be held to be waived, modified, or deleted
except by a written amendment signed by the parties hereto.

D.14.

Independent Contractor. The parties hereto, in the performance of this Contract, shall not act as
employees, partners, joint venturers, or associates of one another. It is expressly acknowledged
by the parties hereto that such parties are independent contracting entities and that nothing in this
Contract shall be construed to create an employer/employee relationship or to allow either to
exercise control or direction over the manner or method by which the other transacts its business
affairs or provides its usual services. The employees or agents of one party shall not be deemed
or construed to be the employees or agents of the other party for any purpose whatsoever.
The Contractor, being an independent contractor and not an employee of the State, agrees to
carry adequate public liability and other appropriate forms of insurance, including adequate public
liability and other appropriate forms of insurance on the Contractors employees, and to pay all
applicable taxes incident to this Contract.

D.15.

State Liability. The State shall have no liability except as specifically provided in this Contract.

D.16.

Force Majeure. The obligations of the parties to this Contract are subject to prevention by causes
beyond the parties control that could not be avoided by the exercise of due care including, but
not limited to, natural disasters, riots, wars, epidemics, or any other similar cause.

D.17.

State and Federal Compliance. The Contractor shall comply with all applicable State and Federal
laws and regulations in the performance of this Contract.

D.18.

Governing Law. This Contract shall be governed by and construed in accordance with the laws
of the State of Tennessee. The Contractor agrees that it will be subject to the exclusive
jurisdiction of the courts of the State of Tennessee in actions that may arise under this Contract.
The Contractor acknowledges and agrees that any rights or claims against the State of
Tennessee or its employees hereunder, and any remedies arising therefrom, shall be subject to
and limited to those rights and remedies, if any, available under Tennessee Code Annotated,
Sections 9-8-101 through 9-8-407.

D.19.

Completeness. This Contract is complete and contains the entire understanding between the
parties relating to the subject matter contained herein, including all the terms and conditions of
the parties agreement. This Contract supersedes any and all prior understandings,
representations, negotiations, and agreements between the parties relating hereto, whether
written or oral.

D.20.

Severability. If any terms and conditions of this Contract are held to be invalid or unenforceable
as a matter of law, the other terms and conditions hereof shall not be affected thereby and shall

RFP # 31701-03107
87

remain in full force and effect. To this end, the terms and conditions of this Contract are declared
severable.
D.21.

Headings. Section headings of this Contract are for reference purposes only and shall not be
construed as part of this Contract.

D.22.

HIPAA Compliance. The State and Contractor shall comply with obligations under the Health
Insurance Portability and Accountability Act of 1996 (HIPAA), Health Information Technology for
Economic and Clinical Health (HITECH) Act and any other relevant laws and regulations
regarding privacy (collectively the Privacy Rules).
a.

Contractor warrants to the State that it is familiar with the requirements of the Privacy
Rules, and will comply with all applicable requirements in the course of this Contract.

b.

Contractor warrants that it will cooperate with the State, including cooperation and
coordination with State privacy officials and other compliance officers required by the
Privacy Rules, in the course of performance of the Contract so that both parties will be in
compliance with the Privacy Rules.

c.

The State and the Contractor will sign documents, including but not limited to business
associate agreements, as required by the Privacy Rules and that are reasonably
necessary to keep the State and Contractor in compliance with the Privacy Rules. This
provision shall not apply if information received or delivered by the parties under this
Contract is NOT protected health information as defined by the Privacy Rules, or if the
Privacy Rules permit the parties to receive or deliver such information without entering
into a business associate agreement or signing another such document.

d.

The Contractor will indemnify the State and hold it harmless for any violation by the
Contractor or its subcontractors of the Privacy Rules. This includes the costs of
responding to a breach of protected health information, the costs of responding to a
government enforcement action related to the breach, and any fines, penalties, or
damages paid by the State because of the violation.

E.

SPECIAL TERMS AND CONDITIONS:

E.1.

Conflicting Terms and Conditions. Should any of these special terms and conditions conflict with
any other terms and conditions of this Contract, these special terms and conditions shall control.

E.2.

Communications and Contacts. All instructions, notices, consents, demands, or other

communications required or contemplated by this Contract shall be in writing and shall be made
by certified, first class mail, return receipt requested and postage prepaid, by overnight courier
service with an asset tracking system, or by EMAIL or facsimile transmission with recipient
confirmation. Any such communications, regardless of method of transmission, shall be
addressed to the respective party at the appropriate mailing address, facsimile number, or EMAIL
address as set forth below or to that of such other party or address, as may be hereafter specified
by written notice.
The State:
Michael Dow, Executive Director, Data Center Operations
Department of Finance and Administration
Office for Information Resources (OIR)
th
901 5 Avenue North
Nashville, TN 37243
Email: [Link]@[Link]
Telephone # 615-532-8914
Fax # 615-532-0471
RFP # 31701-03107
88

The Contractor:
Contractor Contact Name & Title
Contractor Name
Address
Email Address
Telephone # Number
Fax # Number
All instructions, notices, consents, demands, or other communications shall be considered
effectively given upon receipt or recipient confirmation as may be required.
E.3.

Subject to Funds Availability. The Contract is subject to the appropriation and availability of State
and/or Federal funds. In the event that the funds are not appropriated or are otherwise
unavailable, the State reserves the right to terminate the Contract upon written notice to the
Contractor. Said termination shall not be deemed a breach of Contract by the State. Upon
receipt of the written notice, the Contractor shall cease all work associated with the Contract.
Should such an event occur, the Contractor shall be entitled to compensation for all satisfactory
and authorized services completed as of the termination date. Upon such termination, the
Contractor shall have no right to recover from the State any actual, general, special, incidental,
consequential, or any other damages whatsoever of any description or amount.

E.4.

Tennessee Consolidated Retirement System. The Contractor acknowledges and understands

that, subject to statutory exceptions contained in Tennessee Code Annotated, Section 8-36-801,
et. seq., the law governing the Tennessee Consolidated Retirement System (TCRS), provides
that if a retired member of TCRS, or of any superseded system administered by TCRS, or of any
local retirement fund established pursuant to Tennessee Code Annotated, Title 8, Chapter 35,
Part 3 accepts state employment, the member's retirement allowance is suspended during the
period of the employment. Accordingly and notwithstanding any provision of this Contract to the
contrary, the Contractor agrees that if it is later determined that the true nature of the working
relationship between the Contractor and the State under this Contract is that of
employee/employer and not that of an independent contractor, the Contractor, if a retired
member of TCRS, may be required to repay to TCRS the amount of retirement benefits the
Contractor received from TCRS during the period of this Contract.

E.5

Tennessee Department of Revenue Registration. The Contractor shall be registered with the
Department of Revenue for the collection of Tennessee sales and use tax. This registration
requirement is a material requirement of this Contract.

E.6.

Debarment and Suspension. The Contractor certifies, to the best of its knowledge and belief, that
it, its current and future principals, its current and future subcontractors and their principals:
a.

are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any federal or state department or
agency;

b.

have not within a three (3) year period preceding this Contract been convicted of, or had
a civil judgment rendered against them from commission of fraud, or a criminal offence in
connection with obtaining, attempting to obtain, or performing a public (federal, state, or
local) transaction or grant under a public transaction; violation of federal or state antitrust
statutes or commission of embezzlement, theft, forgery, bribery, falsification, or
destruction of records, making false statements, or receiving stolen property;

c.

are not presently indicted or otherwise criminally or civilly charged by a government entity
(federal, state, or local) with commission of any of the offenses detailed in section b. of
this certification; and

RFP # 31701-03107
89

d.

have not within a three (3) year period preceding this Contract had one or more public
transactions (federal, state, or local) terminated for cause or default.

The Contractor shall provide immediate written notice to the State if at any time it learns that
there was an earlier failure to disclose information or that due to changed circumstances, its
principals or the principals of its subcontractors are excluded or disqualified.
E.7.

Insurance. The Contractor shall carry adequate liability and other appropriate forms of insurance.
a.

b.

E.8.

The Contractor shall maintain, at minimum, the following insurance coverage:

(1)

Workers' Compensation/ Employers' Liability (including all states coverage) with

a limit not less than the relevant statutory amount or one million dollars
($1,000,000) per occurrence for employers liability whichever is greater.

(2)

Comprehensive Commercial General Liability (including personal injury &

property damage, premises/operations, independent contractor, contractual
liability and completed operations/products) with a bodily injury/property damage
combined single limit not less than two million dollars ($2,000,000) per
occurrence and four million dollars ($4,000,000) aggregate.

(3)

Automobile Coverage (including owned, leased, hired, and non-owned vehicles)

with a bodily injury/property damage combined single limit not less than one
million dollars ($1,000,000) per occurrence.

At any time State may require the Contractor to provide a valid Certificate of Insurance
detailing Coverage Description; Insurance Company & Policy Number; Exceptions and
Exclusions; Policy Effective Date; Policy Expiration Date; Limit(s) of Liability; and Name
and Address of Insured. Failure to provide required evidence of insurance coverage shall
be a material breach of this Contract.

Confidentiality of Records. Strict standards of confidentiality of records and information shall be

maintained in accordance with applicable state and federal law. All material and information,
regardless of form, medium or method of communication, provided to the Contractor by the State
or acquired by the Contractor on behalf of the State shall be regarded as confidential information
in accordance with the provisions of applicable state and federal law, state and federal rules and
regulations, departmental policy, and ethical standards. Such confidential information shall not
be disclosed, and all necessary steps shall be taken by the Contractor to safeguard the
confidentiality of such material or information in conformance with applicable state and federal
law, state and federal rules and regulations, departmental policy, and ethical standards.
The Contractors obligations under this section do not apply to information in the public domain;
entering the public domain but not from a breach by the Contractor of this Contract; previously
possessed by the Contractor without written obligations to the State to protect it; acquired by the
Contractor without written restrictions against disclosure from a third party which, to the
Contractors knowledge, is free to disclose the information; independently developed by the
Contractor without the use of the States information; or, disclosed by the State to others without
restrictions against disclosure. Nothing in this paragraph shall permit Contractor to disclose any
information that is confidential under federal or state law or regulations, regardless of whether it
has been disclosed or made available to the Contractor due to intentional or negligent actions or
inactions of agents of the State or third parties.
It is expressly understood and agreed the obligations set forth in this section shall survive the
termination of this Contract.

E.9.

State Ownership of Work Products. The State shall have ownership, right, title, and interest,
including ownership of copyright, in all work products, including computer source code, created,
designed, developed, derived, documented, installed, or delivered under this Contract subject to
RFP # 31701-03107
90

the next subsection and full and final payment for each Work Product. The State shall have
royalty-free and unlimited rights and license to use, disclose, reproduce, publish, distribute,
modify, maintain, or create derivative works from, for any purpose whatsoever, all said Work
Products.
a.

To the extent that the Contractor uses any of its pre-existing, proprietary or independently
developed tools, materials or information ("Contractor Materials"), the Contractor shall
retain all right, title and interest in and to such Contractor Materials, and the State shall
acquire no right, title or interest in or to such Contractor Materials EXCEPT the
Contractor grants to the State an unlimited, non-transferable license to use, copy and
distribute internally, solely for the State's internal purposes, any Contractor Materials
reasonably associated with any Work Product provided under the Contract.

b.

The Contractor shall furnish such information and data as the State may request,
including but not limited to computer code, that is applicable, essential, fundamental, or
intrinsic to any Work Product and Contractor Materials reasonably associated with any
Work Product, in accordance with this Contract and applicable state law.

c.

Nothing in this Contract shall prohibit the Contractor's use for its own purposes of the
general knowledge, skills, experience, ideas, concepts, know-how, and techniques
obtained and used during the course of providing the services requested under this
Contract.

d.

Nothing in the Contract shall prohibit the Contractor from developing for itself, or for
others, materials which are similar to and/or competitive with those that are produced
under this Contract.

E.10.

Competitive Procurements. This Contract provides for reimbursement of the cost of goods,
materials, supplies, equipment, or contracted services. Such procurements shall be made on a
competitive basis, where practical. The Contractor shall maintain documentation for the basis of
each procurement for which reimbursement is paid pursuant to this Contract. In each instance
where it is determined that use of a competitive procurement method was not practical, said
documentation shall include a written justification, approved by the Commissioner of the
Department of Finance and Administration, for such decision and non-competitive procurement.

E.11.

State Furnished Property. The Contractor shall be responsible for the correct use, maintenance,
and protection of all articles of nonexpendable, tangible, personal property furnished by the State
for the Contractors temporary use under this Contract. Upon termination of this Contract, all
property furnished shall be returned to the State in good order and condition as when received,
reasonable use and wear thereof excepted. Should the property be destroyed, lost, or stolen, the
Contractor shall be responsible to the State for the residual value of the property at the time of
loss.

E.12.

Incorporation of Additional Documents. Each of the following documents is included as a part of

this Contract by reference. In the event of a discrepancy or ambiguity regarding the Contractors
duties, responsibilities, and performance under this Contract, these items shall govern in order of
precedence below.
a.

this Contract document with any attachments or exhibits (excluding the items listed at
subsections b. through e., below);

b.

any clarifications of or addenda to the Contractors proposal seeking this Contract;

c.

the State solicitation, as may be amended, requesting proposals in competition for this
Contract;

d.

any technical specifications provided to proposers during the procurement process to

award this Contract;
RFP # 31701-03107
91

e.

the Contractors proposal seeking this Contract.

E.13.

Prohibited Advertising. The Contractor shall not refer to this Contract or the Contractors
relationship with the State hereunder in commercial advertising in such a manner as to state or
imply that the Contractor or the Contractor's services are endorsed. It is expressly understood
and agreed that the obligations set forth in this section shall survive the termination of this
Contract in perpetuity.

E.14.

Lobbying. The Contractor certifies, to the best of its knowledge and belief, that:
a.

No federally appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of an agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the awarding of any Federal
contract, the making of any Federal grant, the making of any federal loan, the entering
into of any cooperative agreement, and the extension, continuation, renewal,
amendment, or modification of any federal contract, grant, loan, or cooperative
agreement.

b.

If any funds other than federally appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member
of Congress in connection with this contract, grant, loan, or cooperative agreement, the
Contractor shall complete and submit Standard Form-LLL, ``Disclosure Form to Report
Lobbying,'' in accordance with its instructions.

c.

The Contractor shall require that the language of this certification be included in the
award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients
shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered into and is a prerequisite for making or entering into this
transaction imposed by section 1352, title 31, U.S. Code.
E.15.

Contractor Commitment to Diversity. The Contractor shall comply with and make reasonable
business efforts to exceed the commitment to diversity represented by the Contractors proposal
responding to RFP-31701-03107 (RFP Attachment 6.2., Section B, Item Ref. B.15) and resulting
in this Contract.
The Contractor shall assist the State in monitoring the Contractors performance of this
commitment by providing, as requested, a quarterly report of participation in the performance of
this Contract by small business enterprises and businesses owned by minorities, women, and
persons with a disability. Such reports shall be provided to the state of Tennessee Governor's
Office of Diversity Business Enterprise in form and substance as required by said office.

E.16.

Limitation of Liability. The parties agree that the Contractors liability under this Contract shall be
limited to an amount equal to two (2) times the Maximum Liability amount detailed in section C.1.
and as may be amended, PROVIDED THAT in no event shall this section limit the liability of the
Contractor for intentional torts, criminal acts, or fraudulent conduct.

E.17.

Hold Harmless. The Contractor 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 as a result of acts, omissions, or negligence on
the part of the Contractor, its employees, or any person acting for or on its or their behalf relating
to this Contract. The Contractor further agrees it shall be liable for the reasonable cost of
RFP # 31701-03107
92

attorneys for the State in the event such service is necessitated to enforce the terms of this
Contract or otherwise enforce the obligations of the Contractor to the State.
In the event of any such suit or claim, the Contractor shall give the State immediate notice thereof
and shall provide all assistance required by the State in the States defense. The State shall give
the Contractor written notice of any such claim or suit, and the Contractor shall have full right and
obligation to conduct the Contractors own defense thereof. Nothing contained herein shall be
deemed to accord to the Contractor, through its attorney(s), the right to represent the State of
Tennessee in any legal matter, such rights being governed by Tennessee Code Annotated,
Section 8-6-106.
E.18.

Breach. A party shall be deemed to have breached the Contract if any of the following occurs:
failure to perform in accordance with any term or provision of the Contract;
partial performance of any term or provision of the Contract;
any act prohibited or restricted by the Contract, or
violation of any warranty.
For purposes of this Contract, these items shall hereinafter be referred to as a Breach.
a.

Contractor Breach The State shall notify Contractor in writing of a Breach.

(1)

In event of a Breach by Contractor, the State shall have available the remedy of
Actual Damages and any other remedy available at law or equity.

(2)

Liquidated Damages In the event of a Breach, the State may assess

Liquidated Damages. The State shall notify the Contractor of amounts to be
assessed as Liquidated Damages. The parties agree that due to the complicated
nature of the Contractors obligations under this Contract it would be difficult to
specifically designate a monetary amount for a Breach by Contractor as said
amounts are likely to be uncertain and not easily proven. Contractor hereby
represents and covenants it has carefully reviewed the Liquidated Damages
contained in below referenced, Attachment C and agree that said amounts
represent a reasonable relationship between the amount and what might
reasonably be expected in the event of Breach, and are a reasonable estimate of
the damages that would occur from a Breach. It is hereby agreed between the
parties that the Liquidated Damages represent solely the damages and injuries
sustained by the State in losing the benefit of the bargain with Contractor and do
not include any injury or damage sustained by a third party. The Contractor
agrees that the liquidated damage amount is in addition to any amounts
Contractor may owe the State pursuant to the indemnity provision or other
section of this Contract.
The State may continue to withhold the Liquidated Damages or a portion thereof
until the Contractor cures the Breach, the State exercises its option to declare a
Partial Default, or the State terminates the Contract. The State is not obligated to
assess Liquidated Damages before availing itself of any other remedy. The
State may choose to discontinue Liquidated Damages and avail itself of any
other remedy available under this Contract or at law or equity; provided,
however, Contractor shall receive a credit for said Liquidated Damages
previously withheld except in the event of a Partial Default.

(3)

Partial Default In the event of a Breach, the State may declare a Partial
Default. In which case, the State shall provide the Contractor written notice of:
(1) the date which Contractor shall terminate providing the service associated
with the Breach; and (2) the date the State will begin to provide the service
associated with the Breach. Notwithstanding the foregoing, the State may revise
the time periods contained in the notice written to the Contractor.
RFP # 31701-03107
93

In the event the State declares a Partial Default, the State may withhold, together
with any other damages associated with the Breach, from the amounts due the
Contractor the greater of: (1) amounts which would be paid the Contractor to
provide the defaulted service; or (2) the cost to the State of providing the
defaulted service, whether said service is provided by the State or a third party.
To determine the amount the Contractor is being paid for any particular service,
the Department shall be entitled to receive within five (5) days any requested
material from Contractor. The State shall make the final and binding
determination of said amount.
The State may assess Liquidated Damages against the Contractor for any failure
to perform which ultimately results in a Partial Default with said Liquidated
Damages to cease when said Partial Default is effective. Upon Partial Default,
the Contractor shall have no right to recover from the State any actual, general,
special, incidental, consequential, or any other damages whatsoever of any
description or amount. Contractor agrees to cooperate fully with the State in the
event a Partial Default is taken.
(4)

b.

E.19.

Contract Termination In the event of a Breach, the State may terminate the
Contract immediately or in stages. The Contractor shall be notified of the
termination in writing by the State. Said notice shall hereinafter be referred to as
Termination Notice. The Termination Notice may specify either that the
termination is to be effective immediately, on a date certain in the future, or that
the Contractor shall cease operations under this Contract in stages. In the event
of a termination, the State may withhold any amounts which may be due
Contractor without waiver of any other remedy or damages available to the State
at law or at equity. The Contractor shall be liable to the State for any and all
damages incurred by the State and any and all expenses incurred by the State
which exceed the amount the State would have paid Contractor under this
Contract. Contractor agrees to cooperate with the State in the event of a
Contract Termination or Partial Takeover.

State Breach In the event of a Breach of Contract by the State, the Contractor shall
notify the State in writing within 30 days of any Breach of Contract by the State. Said
notice shall contain a description of the Breach. Failure by the Contractor to provide said
written notice shall operate as an absolute waiver by the Contractor of the States
Breach. In no event shall any Breach on the part of the State excuse the Contractor
from full performance under this Contract. In the event of Breach by the State, the
Contractor may avail itself of any remedy at law in the forum with appropriate jurisdiction;
provided, however, failure by the Contractor to give the State written notice and
opportunity to cure as described herein operates as a waiver of the States Breach.
Failure by the Contractor to file a claim before the appropriate forum in Tennessee with
jurisdiction to hear such claim within one (1) year of the written notice of Breach shall
operate as a waiver of said claim in its entirety. It is agreed by the parties this provision
establishes a contractual period of limitations for any claim brought by the Contractor.

Partial Takeover. The State may, at its convenience and without cause, exercise a partial
takeover of any service which the Contractor is obligated to perform under this Contract, including
but not limited to any service which is the subject of a subcontract between Contractor and a third
party, although the Contractor is not in breach (hereinafter referred to as Partial Takeover).
Said Partial Takeover shall not be deemed a Breach of Contract by the State. Contractor shall be
given at least 30 days prior written notice of said Partial Takeover with said notice to specify the
area(s) of service the State will assume and the date of said assumption. Any Partial Takeover
by the State shall not alter in any way Contractors other obligations under this Contract. The
State may withhold from amounts due the Contractor the amount the Contractor would have been
paid to deliver the service as determined by the State. The amounts shall be withheld effective
as of the date the State assumes the service. Upon Partial Takeover, the Contractor shall have
RFP # 31701-03107
94

no right to recover from the State any actual, general, special, incidental, consequential, or any
other damages whatsoever of any description or amount.
E.20.

Disclosure of Personal Identity Information. The Contractor shall report to the State any
instances of unauthorized disclosure of confidential information that come to the attention of the
Contractor. Any such report shall be made by the Contractor within twenty-four (24) hours after
the instance has come to the attention of the Contractor. The Contractor, at the sole discretion of
the State, shall provide no cost credit monitoring services for individuals that are deemed to be
part of a potential disclosure. The Contractor shall bear the cost of notification to individuals
having personal identity information involved in a potential disclosure event, including individual
letters and/or public notice.

E. 21. Transfer of Contractors Obligations.

a.

The Contractor shall immediately notify the State in writing of a proposed merger,
acquisition or sale of its business operation, or the part of its business operation that
provides services under this Contract, or that this Contract will be sold to or assumed by
another entity. The entity that is proposed to assume the Contractors duties under this
Contract, whether through merger, acquisition, sale or other transaction, will be
hereinafter described as the New Entity.

b.

The Contractor (or, if the Contractor no longer exists as a legal entity, the New Entity) will
provide to the State within a reasonable time, information that the State may require
about the merger, acquisition or sale, which may include
i.

the date and terms of the merger, acquisition or sale, including specifically, but
not limited to, adequate documentation of the financial solvency and adequate
capitalization of the proposed New Entity

ii.

evidence of financial solvency and adequate capitalization of the proposed New

Entity which may consist of,
(1)
(2)
(3)
(4)
(5)
(6)
(7)

iii.

Debt;
Assets;
Liabilities;
Cash flow
Percentage of the total revenues of the company that are represented by
this Contract;
The most recent annual financial reports;
The most recent annual financial reports filed with government agencies,
if applicable.

a complete description of the relationship of any New Entity to any parent

company or subsidiary or division resulting from the merger, acquisition or sale of
the original Contractor's business or the part of the original Contractor's business
that provides services under this Contract or from assumption by, or sale to,
another entity of the contract itself, including:
(1)

the names and positions of corporate or company officers, project

managers, other Contractor management staff with responsibilities under
the Contract, and numbers and the type of technical or other personnel
who will be responsible for fulfilling the obligations of the Contract, and
any subcontracts that will be used to provide any personal or other
services under the Contract by the New Entity and,

(2)

an organizational chart clearly describing the organizational structure of

the New Entity, parent company, subsidiary, division or other unit of the

RFP # 31701-03107
95

entity or parent company with which it has merged or by which it, or the
Contract, has been acquired.
iv.

such additional evidence of financial solvency, adequate capitalization and

information regarding corporate organizational and personnel assigned to the
Contract as the State determines is necessary to evaluate the status of the
proposed or consummated merger, acquisition or sale.

c.

The original Contractor shall immediately notify the State in writing in the event of a
change in its legal name and/or Federal Employer Identification Number (FEIN). The
Contractor shall comply with State requests for copies of any documents that have been
filed with state corporate records officials or other officials in the state of its incorporation
that verify the name change and a narrative description of the reasons for the name
change. If a New Entity has succeeded to the interest of the original Contractor, it shall
immediately provide the State written notification of its Federal Employer Identification
Number (FEIN), its complete corporate name, State of incorporation, and other
documentation required to effectuate the transfer.

d.

Notwithstanding any other provisions of this Contract to the contrary, the State may
immediately terminate this Contract in whole or in stages in the event that it determines
that the New Entity
i.

has been debarred from State or Federal contracting in the past five years

ii.

has had a contract terminated for cause by the State of Tennessee within the
past five years.
The Contractor shall be entitled to compensation for satisfactory, authorized
service completed as of the termination date, but in no event shall the State be
liable to the Contractor or New Entity for compensation for any service which has
not been rendered. Upon such termination, the Contractor or New Entity shall
have no right to any actual general, special, incidental, consequential, or any
other damages whatsoever of any description or amount.

e.

The New Entity shall provide to the State within ten (10) business days of the States
request, a notarized statement signed by an individual authorized to bind the New Entity
certifying that all liabilities and obligations incurred by the former Contractor are assumed
by the New Entity.

f.

If the New Entity owes money to the State of Tennessee, it acknowledges that
Tennessee Code Annotated Section 9-4-604 requires repayment of these funds and will
enter into a legally binding agreement for repayment.

IN WITNESS WHEREOF,
CONTRACTOR LEGAL ENTITY NAME:

CONTRACTOR SIGNATURE

DATE

PRINTED NAME AND TITLE OF CONTRACTOR SIGNATORY (above)

RFP # 31701-03107
96

DEPARTMENT OF FINANCE AND ADMINISTRATION:

LARRY B. MARTIN, COMMISSIONER

DATE

RFP # 31701-03107
97

ATTACHMENT A

ATTESTATION RE PERSONNEL USED IN CONTRACT PERFORMANCE

SUBJECT CONTRACT NUMBER:

CONTRACTOR LEGAL ENTITY NAME:

FEDERAL EMPLOYER IDENTIFICATION NUMBER:
(or Social Security Number)

The Contractor, identified above, does hereby attest, certify, warrant, and assure
that the Contractor shall not knowingly utilize the services of an illegal immigrant
in the performance of this Contract and shall not knowingly utilize the services of
any subcontractor who will utilize the services of an illegal immigrant in the
performance of this Contract.

CONTRACTOR SIGNATURE
NOTICE: This attestation MUST be signed by an individual empowered to contractually bind the Contractor. If said individual is not
the chief executive or president, this document shall attach evidence showing the individuals authority to contractually bind the
Contractor.

PRINTED NAME AND TITLE OF SIGNATORY

DATE OF ATTESTATION

RFP # 31701-03107
98

ATTACHMENT B

PRODUCTS AND SERVICES P AYMENT METHODOLOGIES

In the table that follows, for purposes of Contractor obligations and compensation, the Contractor shall
assume that any Contract Reference Number given also contains any and all indented items that fall
under that number, assuming those numbers are not directly referenced elsewhere on the table.

Routine
Maint.
C.3.b.i

Stand.
T&M
[Link]

Cont.
Ref.

Product / Service Description

A.4

Building Analysis and Condition Assessment

A.5

Building Condition Remediation

A.5.a

Labor for Building Remediation

A.5.b

Parts/supplies required for remediation

activities

A.7.a

SOP Manual (Initial Delivery)

A.7.b

SOP Manual Maintenance

A.8.b

Contractor preparation for transition to

subsequent Contractor

[Link]

Written transition plan

A.9.

Alert Monitoring Per Data Center

A.10.a

Physical plant systems operations,

maintenance, and monitoring, conforming to
industry best practices.

A.10.b

Maintain complete, as-built drawings and

create schematics.

A.10.c

Develop and maintain maintenance

schedules for all equipment and buildings
infrastructure.

A.10.d

Provide a CMMS for tracking, monitoring, etc.

A.10.e

Ensure all filters, belts, fasteners, fixtures,

lubricants, and other routine maintenance
items are installed and working properly.

A.10.f

Maintain supply of maintenance and critical

replacement parts/supplies either on-site or
readily available.

A.10.g

Maintain a complete hardware set on-site in

order to maintain facility.

A.10.h

Provide and maintain complete up-to-date

documentation (naming standard and
conventions, UPS, Breakers, PDUs, circuits,
schematics of computer breaker hookups).

A.10.i

Provide a method for tracking and measuring

circuit loads and capacity, as not to allow any

Cost Capped
Materials
[Link]

Separate
Lawn Care/
Security
Rates
[Link] & v

RFP # 31701-03107
99

Cont.
Ref.

Product / Service Description

Routine
Maint.
C.3.b.i

Stand.
T&M
[Link]

Cost Capped
Materials
[Link]

Separate
Lawn Care/
Security
Rates
[Link] & v

over loading or underutilization of UPS, PDUs

or circuits.
X

A.10.j

Provide (for new or modified equipment) and

maintain interfaces into the facilities
monitoring and control systems. The
Contractor will ensure that all critical systems
are properly monitored in real time and have
a planned and documented response to
critical events.

A.10.k

Perform any enhancements or break/fix

repairs needed to maintain the physical plant
systems.

A.11

Use preventative maintenance to ensure the

availability of the entire data center power
train (generators, transfer switches,
transformers, batteries, breakers and
switches, PDUs, UPSs, etc) and cooling
train (CRACs, CRAHs, humidifiers,
condensers, VAVs, chillers.

A.11.a

Maintain all preventative maintenance,

whether unscheduled or scheduled, on a
Contractor-provided CMMS.

A.11.b

Develop a calendar-based scheduled

maintenance inspection for each facility
during which fully trained and qualified
maintenance experts observe the physical
infrastructure equipment to look for changes
in equipment appearance and performance
and listen for changes in the sounds
produced by the equipment.

A.11.c

Provide historical data for reporting usage

trends, capacity demands, meantime to
failure, and downtime / repair statistics.

A.11.d

Identify potential issues and take immediate

action to prevent a future failure.

A.11.e

Ensure that all major equipment is maintained

under either a service maintenance program
or warranties provided by the original
equipment manufacturer and that the
preventative maintenance procedures include
all manufacturers recommendations and best
practices. The maintenance may include, but
is not limited to, thermal scanning, calibration,
adjustments, cleaning / replacing air or water
filters, lubrication, and replacement of parts or
updating of physical infrastructure firmware /
software.

A.11.f

Adhere to all maintenance procedures and

schedules recommended in manufacturers
manuals.

RFP # 31701-03107
100

Cont.
Ref.

Product / Service Description

Routine
Maint.
C.3.b.i

A.11.g

Provide two Journeyman Level mechanical

staff and one Facility Manager for each facility
7x24x365 and be onsite 8 to 5 M-F, who will be
responsible to operate, maintain, and repair all
the HVAC, power, and mechanical systems in
the facility. The Contractor will provide
qualified technicians that will act as the
operations engineering staff for the facility, and
as such, will be trained to have a working
knowledge of all the electrical systems and
their operation in the event of an emergency.

A.11.h

The Contractor shall monitor, maintain, and test

general maintenance items including but not
limited to plumbing, lamp changes, wiring, etc.

A.11.i

Provide and / or ensure availability of proper

diagnostic tools on-site to accomplish all
preventative maintenance and define
efficiency goals. Continuous diagnostics used
as predictive maintenance tool to prevent
failures should be scheduled and
documented. A diagnostic plan should
include in-line troubleshooting and be nondisruptive.

A.11.j

Complete and report, on an annual basis,

thermal scans and internal temperature
measurements of all electrical equipment
(Panel boards, UPS modules, transfer
switches, transformers, disconnects, RPPs).

A.11.k

Torque connections, check fans, check

capacitors, vibration test, and update
firmware as a part of the comprehensive
preventative maintenance plan.

A.11.l

The Contractor shall initiate preventative

maintenance, outside of the scheduled
maintenance routine, if deemed necessary to
prevent an imminent outage. Whenever
possible, the Contractor will provide the State
10 day advance notice for such maintenance
and any/all preventative maintenance will be
completed after the States approval. Prior to
any work being performed, all maintenance
activity will include a risk management
assessment, a detailed plan with time-lines,
along with back-out plans, unless otherwise
directed.

A.12.a.i

The Contractor shall monitor, maintain, and

test the BMS (building management system)
as part of the calendar-based maintenance
plan. The Contractor will be responsible for
establishing and maintaining the BMS in a
fully functional, fully enabled manner. The
Contractor will ensure the BMS is operating
the building components in the most efficient,

Stand.
T&M
[Link]

Cost Capped
Materials
[Link]

Separate
Lawn Care/
Security
Rates
[Link] & v

RFP # 31701-03107
101

Cont.
Ref.

Product / Service Description

Routine
Maint.
C.3.b.i

Stand.
T&M
[Link]

Cost Capped
Materials
[Link]

Separate
Lawn Care/
Security
Rates
[Link] & v

cost effective manner. Servers and PCs

running the BMS software shall be kept up-todate with regard to security patches and antivirus software.
X

[Link]

The Contractor shall monitor, maintain, and

test the SCADA system (supervisory control
and data acquisition system) as part of the
calendar-based maintenance plan. Servers
and PCs running the SCADA software shall
be kept up-to-date with regard to security
patches and anti-virus software.

[Link]

The Contractor will perform any

enhancements or break/fix repairs needed to
maintain the BMS and SCADA systems.

A.12.b.i

The Contractor shall monitor, maintain, and

test fuel systems (pumps, etc.) as part of the
calendar-based maintenance plan.

[Link]

The Contractor will be responsible for

establishing and maintaining an on-demand
contract for fuel from a vendor who is able to
supply on a 7x24x365 basis.

[Link]

The Contractor will provide fuel to the State

on-demand and within 6 hours of States
request or when fuel levels fall below 60% of
total tank capacity. All invoices will be
provided for the State to review.

[Link]

The Contractor will ensure adequate fuel

levels (60% of total tank capacity) are
maintained and will perform periodic testing
to maintain high fuel quality. Contractor will
report emissions level to the State EPA or
authority having jurisdiction on the required
basis.

A.12.b.v

The Contractor will perform any

enhancements or break/fix repairs to the
tanks, pumps, and piping that are needed to
maintain the diesel fuel levels and quality.

A.12.c.i

The Contractor shall monitor, maintain, and

test the entire UPS system (switchgear,
breakers, UPS modules, end to end, etc.) as
part of the calendar-based maintenance plan.
At a minimum, the Contractor will be
responsible for establishing and maintaining
a calendar-based maintenance plan based
upon the manufacturer suggested plan.
Results of all tests will include
recommendations, risk assessment, and
repair / remediation plans. All activities will be
reviewed by the State prior to any work being
performed.

[Link]

The Contractor will perform any

RFP # 31701-03107
102

Cont.
Ref.

Product / Service Description

Routine
Maint.
C.3.b.i

Stand.
T&M
[Link]

Cost Capped
Materials
[Link]

Separate
Lawn Care/
Security
Rates
[Link] & v

enhancements or break/fix repairs needed to

maintain the UPS system.
X

A.12.d.i

The Contractor shall monitor, maintain,

calibrate, and test the entire generator
system (fuel tanks, pumps, piping, batteries,
oil change, belts, end to end, etc.) as part of
the calendar-based maintenance plan. At a
minimum, the Contractor will be responsible
for establishing and maintaining a calendarbased maintenance plan based upon the
manufacturer suggested plan. A weekly onehour test of the generators will include startup and fail-over. Results of all tests will
include recommendations, risk assessment,
and repair / remediation plans. All fail-over
activities will be performed under close
supervision with fully trained staff. All
activities will be reviewed by the State prior to
any work being performed.

[Link]

The Contractor will perform any

enhancements or break/fix repairs needed to
maintain the entire generator system.

A.12.e.i

The Contractor shall provide for a load-bank

test of all power generating systems. The
Contractor will provide maintenance as a part
of the calendar-based maintenance plan. At a
minimum, the Contractor will be responsible
for establishing and maintaining a calendarbased maintenance plan based upon the
manufacturer suggested plan. An annual
load-bank test will be conducted by the
Contractor. Results of all tests will include
recommendations, risk assessment, and
repair / remediation plans. All activities will be
reviewed by the State prior to any work being
performed.

[Link]

The Contractor will perform any

enhancements or break/fix repairs needed as
a result of the load-bank tests.

A.12.f.i

The Contractor shall provide for a test of all

battery systems. The Contractor will provide
maintenance as a part of the calendar-based
maintenance plan. At a minimum, the
Contractor will be responsible for establishing
and maintaining a calendar-based
maintenance plan based upon the
manufacturer suggested plan.

[Link]

Load-bank tests will be conducted by the

Contractor at the request of the State.
Results of all tests will include
recommendations, risk assessment, and
repair / remediation plans. All activities will be
reviewed by the State prior to any work being

RFP # 31701-03107
103

Cont.
Ref.

Product / Service Description

Routine
Maint.
C.3.b.i

Stand.
T&M
[Link]

Cost Capped
Materials
[Link]

Separate
Lawn Care/
Security
Rates
[Link] & v

performed. The Contractor, on a monthly

basis, will review the battery monitoring
reports to verify if a trend is developing which
could lead to battery failure.
[Link]

The Contractor will perform any

enhancements or break/fix repairs needed to
maintain all battery systems.

A.12.g.i.

The Contractor will provide labor for the

maintenance, addition, removal, relocation,
and configuration, of PDUs.

[Link].

The Contractor will perform any

enhancements or break/fix repairs needed to
maintain the PDU.

A.12.h.i.

The Contractor will provide labor for the

addition of branch circuits, breakers, and
building whips / receptacles. The Contractor
will provide a comprehensive branch circuit
monitoring plan and documentation for each
branch circuit including demand, capacity,
and location of equipment using each
breaker. Coordinate with Data Center
Infrastructure Manager for installation and deinstallation of computer equipment and
assure that all branch circuit documentation is
accurate.

[Link].

The Contractor will perform any

enhancements or break/fix repairs needed to
maintain the RPP.

A.12.i.i

The Contractor shall monitor, maintain,

calibrate, and test the entire power plant
system including generators, automatic
transfer switches, switchgear, PDUs, UPSs
and batteries.

[Link]

The Contractor will perform any

enhancements or break/fix repairs needed to
maintain the entire power plant system,
including the lightening protection system
(TSSC only).

A.12.j.i

The Contractor will monitor, maintain,

calibrate, and test the entire HVAC / CRAC
systems (boiler settings, refrigerant usage,
water treatment, heat exchangers cleaned,
coils cleaned, filters, lubrication, cleaning,
domestic water supply, belts, pressure,
piping, glycol, end to end, etc.) as part of the
calendar-based maintenance plan. At a
minimum, the Contractor will be responsible
for establishing and maintaining a calendarbased maintenance plan based upon the
manufacturer suggested plan. A weekly test
of the HVAC components will include water
quality checks, air flow, air pressure, and fail-

RFP # 31701-03107
104

Cont.
Ref.

Product / Service Description

Routine
Maint.
C.3.b.i

Stand.
T&M
[Link]

Cost Capped
Materials
[Link]

Separate
Lawn Care/
Security
Rates
[Link] & v

over. Results of all tests will include risk

assessment and repair / remediation plans.
All fail-over activities will be performed under
close supervision with fully trained staff. All
activities will be reviewed by the State prior to
any work being performed.
[Link]

The Contractor will perform any

enhancements or break/fix repairs needed to
maintain the HVAC / CRAC system.

A.12.k.i.

The Contractor will ensure proper and

consistent set points for computer room
humidity setting, and temperature. Provide
recommendations for system layout, design
and aid the State in developing the proper
cooling strategy for heat sensitive computer
and disk storage systems.

[Link].

The Contractor will perform any

enhancements or break/fix repairs needed to
maintain the Computer Room HVAC
Environment.

A.12.l.i

The Contractor will monitor, maintain,

calibrate, and test the entire cooling plant
system including chillers, pumps, dry coolers,
boilers, coils, unit heaters, fans, cooling
towers, air handling units, and A/C units
according to manufacturers
recommendations / specifications and
industry best practices.

[Link]

Contractor will perform any enhancements or

break/repairs needed to maintain the entire
cooling plant system.

A.12.m.i

The Contractor will monitor, maintain,

calibrate, and test other building mechanical
systems including but not limited to loading
dock equipment, door repairs, motorized
security gates / controls and revolving
security doors, according to manufacturers
recommendations / specifications and
industry best practices.

[Link]

Contractor will perform any enhancements or

break/repairs needed to maintain the other
building mechanical systems.

A.12.n.i

The Contractor will monitor and maintain all

fire suppression and monitoring systems
including fire alarm (panels, piping, fire
extinguishers, sprinklers, access control
equipment and end to end, etc). They will
also conduct a full flow test on the fire pumps
as dictated by local and State codes. The
Contractor will aid the State in developing an
emergency evacuation plan. At a minimum,
the Contractor will be responsible for

RFP # 31701-03107
105

Cont.
Ref.

Product / Service Description

Routine
Maint.
C.3.b.i

Stand.
T&M
[Link]

Cost Capped
Materials
[Link]

Separate
Lawn Care/
Security
Rates
[Link] & v

establishing and maintaining a calendarbased maintenance plan based upon the

manufacturer suggested plan. Results of all
tests will include recommendations, risk
assessment and repair / remediation plans.
All activities will be reviewed by the State
prior to any work being performed.
[Link]

The Contractor will provide an emergency

contact / call list. The Contractor will
establish a comprehensive safety program
including written SOPs for monitoring and
reporting on fire alerting and suppression.

[Link]

The Contractor will perform preventative

maintenance on all fire alerting and
suppression systems according to
manufacturers specifications as required, by
Fire Marshal and State and Local codes.

[Link]

Contractor will perform any enhancements or

break/repairs needed to maintain the fire
alerting and suppression systems.

A.12.o.i

Maintenance of all low voltage equipment will

be the responsibility of the on-site
electricians, except for data jacks and phone
systems. (State infrastructure and application
servers, cable and fiber housed in the data
centers are the responsibility of the State,
and are not part of this Contract.)

[Link]

The Contractor will perform any

enhancements or break/fix repairs needed to
maintain the Low Voltage Equipment.

A.12.p.i

The Contractor will perform preventative

maintenance on all security systems
according to manufacturers specifications as
required, including but not limited to security
cameras, iris scanners, card readers, servers,
and associated software. The Contractor will
not be responsible for physical security
operations or policy.

[Link]

The Contractor will perform any

enhancements or break/repairs needed to
maintain the security systems.

A.12.q

The Contractor will provide an emergency

contact / call list. The Contractor will establish
a comprehensive safety program including
written SOPs for monitoring and reporting on
severe weather, medical emergencies,
evacuation policy and procedure, electrical
safety, EPO (emergency power off), fire drills,
and general conditions.

A.12.r

The Contractor is required to develop and

maintain a library of maintenance manuals for

RFP # 31701-03107
106

Cont.
Ref.

Product / Service Description

Routine
Maint.
C.3.b.i

Stand.
T&M
[Link]

Cost Capped
Materials
[Link]

Separate
Lawn Care/
Security
Rates
[Link] & v

both facilities. A copy shall be furnished to

the State and subject to approval by the State
within 90 days of contract initiation.
Maintenance library must be updated
quarterly and shall reflect all maintenance
operations.
X

A.12.s.i

The Contractor shall monitor, maintain,

winterize, calibrate, and test the entire
irrigation system including but not limited to,
the valves, sprinklers, spray heads, nozzles,
automatic switches, electronics, piping.

[Link]

The Contractor will perform any

enhancements or break/fix repairs needed to
maintain the entire irrigation system.

A.13.a.

The Contractor shall provide a damage

assessment from a mechanical, electrical,
building envelope and/or structural aspect to
be reported to the State.

A.13.b

The Contractor shall provide clean-up

assistance as required.

A.13.c

Repair or replace damaged components of

the physical plant and/or environmental
equipment as requested by the State.

A.14.a

The Contractor shall keep certain spare parts

on site at both facilities for purposes of
break/fix repairs. Inventory management of
these parts will be the responsibility of the
Contractor. Such parts shall remain the
property of the Contractor until such time as
they are installed at the State Data Center as
a result of a repair.

A.14.b

Assuming the parts expense is compensable,

in accordance with Contract Section [Link],
upon installation, the Contractor may invoice
the State for cost of the parts.

A.14.c

Contractor will provide a recommended spare

parts list for critical systems in each facility,
within 90 days of the contract start date.

A.15.

Contractor is required to provide and maintain

a complete tool set on-site at each facility.
The Contractor must provide all tools required
to perform the services including specialty
tools or rental equipment (e.g., lifts, load
bank, backhoe) that may be required to
perform the services.

A.16.

If the State and Contractor are in mutual

agreement that it is not cost effective to repair
a piece of equipment, the Contractor will
obtain three (3) bids and the equipment will
be replaced at cost plus a percentage

RFP # 31701-03107
107

Cont.
Ref.

Product / Service Description

Routine
Maint.
C.3.b.i

Stand.
T&M
[Link]

Cost Capped
Materials
[Link]

Separate
Lawn Care/
Security
Rates
[Link] & v

markup.
A.17.a

The Contractor will keep all maintenance logs

up-to-date and available for periodic
management review. The Contractor will be
required to input all maintenance schedules
and activities into the Contractors provided
management system.

A.17.b

The Contractor shall develop and provide

facility metrics for all mechanical systems,
electrical systems, reliability / availability,
service schedules, system performance,
systems availability, MTBF, MTBR, and
outages and Contractor incident response
times. The Contractor will develop KPIs,
metrics, review procedures, schedules,
measurements, and reporting programs to
ensure all critical systems, alerts, and faults
are being properly monitored and all systems
are being adequately maintained. All reports
must be completed using Microsoft Office
programs. The Contractor shall schedule and
present at a monthly management briefing to
explain the monthly reporting required below.
The monthly management briefing should
include metric and KPI reports along with
appropriate action plans and any deficiencies
should be noted. Monthly and ad hoc, along
with annual cumulative reporting
requirements for the Contractor are described
in Contract and must meet the approval of
the State.

A.18

The Contractor will submit to the States

Facility Administrators an annual report,
evaluated in relation to relevant industry
standards, local codes / regulations,
manufacturers recommendations, and
national standards (i.e. NEC, NFPA, IEEE,
ISO, etc.). The Contractor will create,
maintain, and keep up-to-date all compliance
documentation required by local, state, and
federal agencies such as MSDS (material
safety data sheets) documentation.

A.19

Based on industry best practices and

standards, the Contractor will make an
annual presentation of continuous
improvement recommendations to the States
Facility Administrators and Directors.

A.20.a

Perform facility repairs such as painting, wall

and ceiling repairs, etc.

A.20.b

Perform monthly pest and rodent control

measures.

A.20.c

Perform roof repairs as required.

X
X
X

RFP # 31701-03107
108

Cont.
Ref.

Product / Service Description

Routine
Maint.
C.3.b.i

Stand.
T&M
[Link]

Cost Capped
Materials
[Link]

Separate
Lawn Care/
Security
Rates
[Link] & v

A.20.d

Perform plumbing maintenance and repairs

as required in common areas such as break
rooms and restrooms.

A.20.e

Install, maintain, and replace signage as

required by States Facility Administrator.

A.20.f

Monitor and maintain leak detection system in

the raised floor area.

A.20.g

Modify and repair cable tray systems.

A.20.h

Clean and vacuum the area under the raised

floor.

A.20.i

Perform routine trash and debris pick-up and

snow removal from the parking lots.

A.20.j

Perform parking lot repair/maintenance such

as sealing, relining, crack/pot hole repair, etc.

A.20.k

Maintenance of benches, bike racks, picnic

tables, exterior furniture, etc.

A.20.l

Maintain the security fences and gates as

required by States Facility Administrator.

A.20.m

Relocation of office furniture, marker boards,

cork boards, filing cabinets, conference
tables, etc.

A.20.n

Maintenance and service of any physical

door hinges, locks, pneumatics, dock
levelers, and other building hardware.

A.20.n.i

The Contractor will perform any

enhancements or break/fix repairs needed to
maintain physical hardware described in
Section A.20.n.

A.20.o

Modify, repair, relocate and reconfigure

furniture and cubicles as needed.

A.21.a

The Contractor will be responsible for floor

tile cutouts for grommets, and cable
pathways as required.

A.21.b

At the States request, the Contractor will

provide additional minor enhancements.

A.22.a

The Contractor will utilize a State-approved

work order ticket system and will generate
work order tickets for any services to be
performed.

A.23.b

The Contractor shall provide two on-site

Facility Managers, one for each of the two
facilities. (See Contract Attachment E for
required qualifications).

A.23.c

The Contractor shall provide two on-site

Senior Journeyman Level Electricians, one
for each of the two facilities. (See Contract

X
X
X

X
X

RFP # 31701-03107
109

Cont.
Ref.

Product / Service Description

Routine
Maint.
C.3.b.i

Stand.
T&M
[Link]

Cost Capped
Materials
[Link]

Separate
Lawn Care/
Security
Rates
[Link] & v

Attachment E for required qualifications).

A.23.d

The Contractor shall provide two on-site

Senior Journeyman Level Mechanical and
HVAC Specialists, one for each of the two
facilities. (See Contract Attachment E for
required qualifications).

A.23.e

i.
All permanently assigned personnel
must submit to a background check and
random periodic drug testing. The Contractor
shall perform and pay for background checks
and administer drug screening no less
frequently than once per Contract year and
no more than three times per Contract year.
Results must be submitted to the State. The
State, in its discretion, may refuse contractor
personnel if the results of the background
check reveal a criminal conviction that
renders such persons unsuitable for the
contract work assignment
ii.
Personnel assigned to projects
requiring elevated and privileged access to
criminal justice information systems (CJIS), or
information accessed via CJIS, must submit
to fingerprint based background checks
administered through the Tennessee Bureau
of Investigation (TBI).The State, in its
discretion, may refuse contractor personnel
who are not approved by TBI for access to
CJIS. The Contractor will reimburse the
State for the costs of testing through TBI.
Completion of the TBI background check will
constitute compliance with the background
check requirement of paragraph e.i.

A.24

The Contractor must keep the building clean

at all times.

A.25.b

For Standard Task Orders, the Contractor

must, within five (5) business days of the
receipt of the Task Order from the State,
provide to the State an estimate of the total
cost of the requested services.

A.25.c

For Emergency Task Orders, the Contractor

must, within two (2) hours of the receipt of the
Task Order from the State, provide to the
State an estimate of the total cost of the
requested services.

A.29

Contractor Licensure and Work Procedures

A.30

Contractor shall supply all Lawn Care

Services.

A.30.l

At the States request, the Contractor shall

perform enhancements, break/fix repairs to
infrastructure such as the irrigation system, or
the replacement of plants lost through no

X*
X

RFP # 31701-03107
110

Cont.
Ref.

Product / Service Description

Routine
Maint.
C.3.b.i

Stand.
T&M
[Link]

Cost Capped
Materials
[Link]

Separate
Lawn Care/
Security
Rates
[Link] & v

fault of the Contractor.

A.31

Contractor shall supply all Security Services.

X*

Lawn Care and Security Services have separate fixed monthly rates, which are detailed in
Contract Sections [Link] and C.3.b.v. The Contractor will provide the baseline services
described in Contract Sections A.30 and A.31 for the fixed monthly costs given in these sections.
In the event that the State requires additional services or makes changes to the services
required, as described in Contract Sections A.30 and A.31, appropriate compensation for labor
shall be made using the Reimbursable Hourly Rates detailed in Contract Section [Link].
Note that training/orientation of personnel shall be an ongoing requirement. Regardless of
whether such training is specifically detailed in the Contract, this training is considered prerequisite for being able to provide the services, and all costs associated with such
training/orientation shall be borne by the Contractor and shall not be considered additional
services or changes to the services as described in the preceding paragraph.

RFP # 31701-03107
111

ATTACHMENT C

KEY PERFORMANCE INDICATORS (KPIs) / SERVICE LEVELS

The follow ing KPIs / Service Levels appl y throughout the term of the Contract.
Performance
Area

Contract
Section

Key Performance
Indicator

Goal / Performance
Criteria

Measure

Frequency

Liquidated and
Additional
Damages
Aggregated
Performance Area
See Note
below
$ 1,000.00 per
hour of
unscheduled,
unauthorized
downtime
(downtime
means the
absence of power
and / or cooling
for all areas of the
States Data
Centers)
Aggregated
Performance Area
See Note
below
$ 250.00 for every
20 minutes over
the 20 minute
requirement

1. Preventative
Maintenance

A.11
Preventative
Maintenance

Accumulated
backlog of
maintenance task

24 hour turnaround

Number of work
orders late

Annual with
monthly update
reports

2. Preventative
Maintenance

A.2 Summary
of Services

Unplanned Outages

Zero disruptive
incidents

Total disruptive
incidents

Annual with
monthly update
reports

Contractor will perform

all planned
maintenance activities,
preventative
maintenance, testing
and repair to power
plant and cooling plant
without disruption of
services.
100% of all
maintenance activities
performed on schedule

Total missed
activities /
schedules

Annual with
monthly update
reports

Total missed
call backs

Annual with
monthly update
reports

Total missed onsite with-in two

hours

Annual with
monthly update
reports

3. Preventative
Maintenance

A.11.b
Preventative
Maintenance

4. Operations

A.9 Alert
Monitoring

Maintenance
activities not
performed on
schedule
Emergency response
time in excess of 20
minutes for call back;
and . . .

Contractor not on-site

and working the issue
within 2 hours

Contractor must
provide a call back
response within 20
minutes
100% of all calls
responded to in time;
and . . .
Contractor must be onsite and working the
problem within 2 hours

$ 1,000.00 for
every hour over
the 2 hour

RFP # 31701-03107
112

Performance
Area

Contract
Section

Key Performance
Indicator

Goal / Performance
Criteria

(7x24x365).

100% on-site and

working the issue
within 2 hours
98% of staff on-site

5. Operations

A.11.g

Lack of on-site staff

availability

6. Operations

A.11.g

Maintenance and
break/fix tasks
require staff that are
not on-site

97% of maintenance
and break/fix task
completed by on-site
staff

7. Operations

A.11

Lack of maintenance
procedure
documentation

99% of maintenance
procedures

Failure to provide
quality fuel in a timely
manner

The Contractor will

provide fuel to the
State on-demand
within 6 hours of
States request, or
when fuel levels fall
below 60% of total
tank capacity.

8. Operations

[Link]
Diesel Levels
and Quality

Measure

Frequency

Liquidated and
Additional
Damages
requirement

Total hours
without at least
1 electrician, 1
manager, and 1
HVAC Specialist
Number of
maintenance
and break/fix
tasks not
completed by
on-site staff
Number of
maintenance
procedures not
documented
N/A

Annual with
monthly update
reports

Aggregated
Performance Area
See Note
below

Annual with
monthly update
reports

Aggregated
Performance Area
See Note
below

Annual with
monthly update
reports

Aggregated
Performance Area
See Note
below
$ 5,000.00 per
failure to comply

N/A

NOTE: The Contractors performance with regard to Performance Areas that are designated as Aggregated Performance Areas is
measured as follows:
Each time the Contractor fails to comply with the standard detailed in the Goal / Performance Criteria column above, this occurrence
shall count as one (1) non-compliance event. At the end of each month the State will check the relevant reports and calculate the total
number of non-compliance events for all Aggregated Performance Areas, for the month in question. This number will be divided by the
total number of all Aggregated Performance Area events for that month. This will yield the Aggregated Performance Percentage. For
any month in which the vendor fails to achieve a performance percentage of at least ninety percent (90%), the liquidated damages shall
be $1,000.

RFP # 31701-03107
113

ATTACHMENT D

CONTRACT BOND
TENNESSEE STATE BUILDING COMMISSION STANDARD FORM
BOND NO.

Know all men by these presents: that we

(hereinafter called the Principal) and

hereinafter called the Surety) do hereby acknowledge ourselves indebted and securely bound and held unto

(hereinafter called the Owner), and in the penal sum of

good and lawful money of the United States of America, for the use and benefit of those entitled thereto, for the
payment of which, well and truly to be made, we bind ourselves, our heirs, our administrators, executors, successors,
and assigns, jointly and severally, firmly by these presents.
But the condition of the foregoing obligation or bond is this:
Whereas, the Owner has engaged the principal for the sum of

to complete the Work of the project titled:

as more fully appears in a written agreement or contract bearing the date of

a copy of which said agreement or contract is by reference hereby made a part hereof, as fully and to the same
extent as if copied at length herein, and it is the desire of the Owner that the Principal shall assure all undertakings
under said agreement or contract and shall assure and protect all laborers and furnishers of material on said Work
both as provided by Tennessee Code Annotated Sections 4-15-102 (f)(2) and 12-4-201 through 12-4-206, and any
and all amendments thereto, and shall assure the prompt payment of claims as provided by Tennessee Code
Annotated Sections 12-4-207 through 12-4-208, and any and all amendments thereto. The Principal shall also
comply with provisions of Tennessee Code Annotated Sections 12-4-401 through 12-4-415, and any and all
amendments thereto, pertaining to the payment of the prevailing wage rate.

RFP # 31701-03107
114

Now, therefore, if the Principal shall fully and faithfully perform all undertakings and obligations under the contract
herein before referred to and shall fully indemnify and hold harmless the Owner from all costs and damage
whatsoever which it may suffer by reason of any failure on the part of the Principal to do so, and shall fully reimburse
and repay the Owner any and all outlay and expense which it may incur in making good any such default, and shall
fully pay for all of the labor, material and work used by the Principal and any immediate or remote sub-contractor or
furnisher of material under him in the performance of said contract, in lawful money of the United States, as the same
shall become due, then this obligation or bond shall be null and void, otherwise to remain in full force and effect.
And for value received, it is hereby stipulated and agreed that no change, extension of time, alteration or addition to
the terms of the contract or to the Work to be performed thereunder or to the specifications accompanying the same
shall in any wise affect the obligation under this bond, and notice is hereby waived of any such change, extension of
time, alteration or addition to the terms of the contract or to the Work or to the specifications.
In witness whereof the Principal has hereunto affixed its signature and Surety has hereunto caused to be affixed its
corporate signature and seal, by its duly authorized officers, on this ______ day of ______________, 20____.
Executed in __________ counterparts.

Witness:
(name of Principal)

(authorized signature)

(name of signatory)

(title of signatory)

(name of Surety)

(signature of Attorney-in-fact)

(name of Attorney-in-fact)

(Tennessee license number of Agent or Attorney-in-fact)

(countersignature of resident Agent

if not same as Attorney-in-fact)
Surety Company issuing bond shall be licensed to transact business in State of Tennessee by Tennessee
Department of Commerce and Insurance. Bonds shall have certified and current Power-of-Attorney for the Suretys
Attorney-in-Fact attached. Attorney-in-fact who executes bond on behalf of Surety shall be licensed by and a
resident of State of Tennessee, and shall affix license number to bond; or, countersignature by a licensed agent who
is a resident of State of Tennessee, and the agents license number, shall be affixed to the bond in addition to the
signature of the Attorney-in-Fact.

RFP # 31701-03107
115

ATTACHMENT E

REQUIRED QUALIFICATIONS FOR PERSONNEL

Job Title

Job Description

Facility Manager

Responsible for maintaining the overall appearance and functionality

of the facility to include all building electrical and mechanical
systems. Oversees on-site contract staff for mechanical and
electrical services, maintains operational logs and reports on facility
operation and performance of maintenance routines. Administration
of outside service agreements for the maintenance of the facility
infrastructure systems to include emergency generators, UPS and
battery systems, electrical switchgear, RPPs, PDUs, etc.
Administration of outside service agreements for the general
maintenance of the facility such as janitorial services. Troubleshoots
and diagnoses equipment failures and makes provisions for
necessary repairs. Oversees facility repairs such as painting, wall
and ceiling repairs, carpet and flooring repairs, lamp replacement,
plumbing repairs, minor electrical repairs, etc. Responds to
emergency situations such as fire, flood, power failure, broken
windows, storms, snow, etc. Initiates remedial actions as necessary
and keeps State OIR Management informed.
10 years experience with construction or operation of mission critical
facilities with a strong background in electrical and mechanical
systems associated with these types of facilities such as diesel
generators, medium and low voltage switchgear, Megawatt UPS
power systems, high volume air conditioning units, etc.
5 years supervisory or management experience.
Expert knowledge of Microsoft Office programs.
Strong Communication Skills
Always available with a 7x24x365 backup with equivalent
knowledge and experience.

Architect

Researches, plans, designs, and administers building projects,

applying knowledge of design, construction procedures, zoning and
building codes, and building materials: Consults with client to
determine functional and spatial requirements of new structure or
renovation, and prepares information regarding design,
specifications, materials, equipment, estimated costs, and
construction time. Plans layout of project and integrates engineering
elements into unified design for client review and approval. Prepares
scale drawings and contract documents for building contractors.
Represents client in obtaining bids and awarding construction
contracts. Administers construction contracts and conducts periodic
on-site observation of work during construction to monitor
compliance with plans. May prepare operating and maintenance
manuals, studies, and reports. Use CAD design software and
equipment to prepare project designs and plans. May direct
activities of workers engaged in preparing drawings and
specification documents.
5 years design experience with construction of mission critical
facilities with a background in electrical and mechanical systems
associated with these types of facilities.

RFP # 31701-03107
116

Job Title

Job Description
Must have experience with multi-million dollar commercial projects.
Must have Architectural degree.

Mechanical Engineer

Design a wide variety of HVAC systems and MEP layouts for new
construction, additions, replacements, and upgrades for Critical
facilities. Meet with clients, engineers, and architects to gather
requirements. Perform load, static pressure, head loss calculations,
and develop equipment specifications.
Recommend equipment to be used. Perform detailed layout and
design using AutoCAD. Other responsibilities may include feasibility
reports, capacity reports, construction estimates, gap analysis, field
investigation, and ongoing support.
Five years experience and technical certifications on HVAC / CRAC
systems and plumbing, boilers, chillers. Equivalent education /
experience.
Must possess a degree in engineering and have 2 years experience
with complex cooling plant systems and mission critical facilities.

Electrical Engineer

Responsible for successfully guiding, design, and managing

complex electrical design projects through close collaboration with a
multi-discipline team. Manage design build and energy services
projects from concept to design and through construction. Perform
detailed layout and design using AutoCAD. Other responsibilities
may include feasibility reports, capacity reports, construction
estimates, gap analysis, field investigation, and ongoing support.
Five years experience and technical certifications on Liebert UPS
systems and static transfer switches. Equivalent education /
experience.
Must possess a degree in engineering and have 2 years experience
with complex UPS systems, megawatt power plant designs, and
experience with mission critical facilities.

Licensed Electrician

Install, maintain, and repair electrical wiring, equipment, and

fixtures. Ensure that work is in accordance with relevant codes. May
install or service street lights, intercom systems, or electrical control
systems.
Two years experience and technical certifications on UPS systems
and static transfer switches.
Two years experience in the field with large complex projects.

Senior Journeyman Level

Electrician

Responsible for successfully guiding, design, supporting and

managing complex electrical design projects and systems through
close collaboration with a multi-discipline team. Manage energy
systems. Install, repair, and monitor branch circuits as required.
Other responsibilities may include feasibility reports, capacity
reports, construction estimates, gap analysis, field investigation, and
ongoing support. Meet all the power plant support requirements for
the equipment located in the data center.
Five years experience and technical certifications on Liebert UPS
systems and static transfer switches. Equivalent education /
experience.
Two years experience with complex UPS systems, megawatt power
plant designs, and experience with mission critical facilities.

Senior Journeyman Level

Mechanical and HVAC Specialist

Support a wide variety of HVAC systems and MEP configurations

for the data center, Meet with clients, engineers, and architects to

RFP # 31701-03107
117

Job Title

Job Description
gather requirements. Perform load, static pressure, head loss
calculations, and perform routine maintenance.
Recommend equipment to be used. Other responsibilities may
include feasibility reports, capacity reports, construction estimates,
gap analysis, field investigation, and ongoing support. Meet all the
HVAC requirements for the equipment located in the data center.
Five years experience and technical certifications on HVAC / CRAC
systems and plumbing, boilers, chillers. Equivalent education /
experience.
Must possess have 4 years experience supporting complex cooling
plant systems and mission critical facilities.

Plumber

Assemble, install, and repair pipes, fittings, and fixtures of heating,

water, and drainage systems, according to specifications and
plumbing codes.
Sample Job Tasks for: "Plumber"
Assemble pipe sections, tubing and fittings, using couplings,
clamps, screws, bolts, cement, plastic solvent, caulking, or
soldering, brazing and welding equipment.
Fill pipes with water or air and observe pressure gauges to detect
and locate leaks. Review blueprints and building codes and
specifications to determine work details and procedures. Study
building plans and inspect structures to assess material and
equipment needs, to establish the sequence of pipe installations.
Measure, cut, thread, and bend pipe to required angle, using hand
and power tools or machines such as pipe-threading machines, and
pipe-bending machines. Cut openings in structures to accommodate
pipes and pipe fittings, using hand and power tools. Hang steel
supports from ceiling joists to hold pipes in place. Repair and
maintain plumbing, replacing defective washers, replacing or
mending broken pipes, and opening clogged toilets / drains.
Two years experience in the field working with cooling plant
systems, piping, plumbing, boilers, and chillers.
Two years experience with complex cooling plant systems and
experience with mission critical facilities.

Senior Level Plumber

Assemble, install, and repair pipes, fittings, and fixtures of heating,

water, and drainage systems, according to specifications and
plumbing codes.
Sample Job Tasks for: "Senior Plumber"
Assemble pipe sections, tubing and fittings, using couplings,
clamps, screws, bolts, cement, plastic solvent, caulking, or
soldering, brazing and welding equipment. Fill pipes with water or air
and observe pressure gauges to detect and locate leaks. Review
blueprints and building codes and specifications to determine work
details and procedures. Prepare written work cost estimates and
negotiate contracts. Study building plans and inspect structures to
assess material and equipment needs, to establish the sequence of
pipe installations. Keep records of assignments and produce
detailed work reports. Perform complex calculations and planning
for special or very large jobs. Measure, cut, thread, and bend pipe to
required angle, using hand and power tools or machines such as

RFP # 31701-03107
118

Job Title

Job Description
pipe-threading machines, and pipe-bending machines. Install pipe
assemblies, fittings, valves, appliances such as water heaters,
fixtures, such as sinks and toilets, using hand and power tools.
Hang steel supports from ceiling joists to hold pipes in place. Repair
and maintain plumbing, replacing defective washers, replacing or
mending broken pipes, and opening clogged drains and toilets.
Direct workers engaged in pipe cutting and preassembly and
installation of plumbing systems and components.
Five years experience in the field working with cooling plant
systems, piping, plumbing, boilers, and chillers.
Five years experience with complex cooling plant systems and
experience with mission critical facilities.

Project Manager

Microsoft skills (MS Project, Word, Excel, Powerpoint),

programming, progress reporting, etc.
Five years experience working on large multi-million dollar projects.
2 years project experience with complex cooling and power plant
systems and experience with mission critical facilities.

Unskilled Labor

Clean-up, lawn care, digging, floor tile placement, furniture moving,

landscaping, truck driver, pavement, sign painter, etc.

General Skilled labor

Mechanic, electrician, plumber, carpenter, technician, millwork,

cabinetry, roofing, carpet, flooring, landscaping, wallpaper,
locksmith, painting, ceiling, concrete, window repair, etc.
Five years experience.

Custodian

Clean, sanitize, dust, furniture, sweep, mop, or vacuum floors;

empty wastebaskets and trash containers, empty and clean ash
trays and cigarette urns, refill restroom dispensers and other general
cleaning duties. Strip, clean, buff and add sealer and floor finish to
hard surface floors, shampoo carpets. Use high-pressure washers,
buffers, brooms, mops, and squeegees for the cleaning and general
maintenance of floors, walls, carpets, furniture, etc. Wash walls and
other activities such as removing snow or debris from sidewalks.
Move furniture, setup of facilities for meetings, classrooms,
conferences, events, move equipment, supplies, and tools on an
incidental basis. Wash accessible interior and exterior windows.

Lawn Care Supervisor

3 years experience in supervising commercial lawn care operations

with knowledge in lawn care equipment operation. Must have 3
years supervisory experience.
Must be able to lift 50 pounds, withstand hours of moderate to heavy
workloads. Must be able to work outdoors in extreme weather
conditions.
Readily available with a backup with equivalent knowledge and
experience.

Lawn Care Specialist

3 years experience in commercial lawn care with knowledge in lawn

care equipment operation.
Must be able to lift 50 pounds, withstand hours of moderate to heavy
workloads. Must be able to work outdoors in extreme weather
conditions.
Readily available with a backup with equivalent knowledge and

RFP # 31701-03107
119

Job Title

Job Description
experience.

Security Officer

Provides surveillance and control of ingress and egress to the

specified buildings and parking areas. Checks credentials of all
people and vehicles entering and leaving the premises. Requires all
visitors sign in/out when entering/leaving buildings. Observes
parking lots adjacent to specified buildings, ensuring proper vehicle
parking and adherence to established regulations.
Monitors building fire and life safety features. Conducts orderly
control of evacuations and drills. Patrols and inspects to protect
against theft, vandalism, terrorism and illegal activity. Provides
information, directions and assistance to visitors or contractors.
2 years of security experience
Successful completion of Contractors security training curricula.
Successful completion of the physical fitness test described in
Contract Section A.

Senior Security Officer

Performs all duties of a Security Officer and additionally, can relieve

the Supervisor for short periods, when required. Works
unsupervised and provides communication / cooperation to law
enforcement when necessary.
3 or more years of security experience.
Successful completion of Contractors security training curricula.
Successful completion of the physical fitness test described in
Contract Section A.

Security Supervisor

Reviews all shift logs; documenting any incidents requiring

investigation. Submits all forms and reports required by Facility
Administrators. Monitors Security Officers and Senior Security
Officers, ensuring all posts are filled and all required duties are
being performed. Assists all officers in the performance of their
duties, to include filling vacant posts on a temporary basis.
Performs facility orientation for new Security Officers. Keeps written
policies and documentation up-to-date. Carries a telephone at all
times and responds to any calls within one (1) hour.
5 or more years of security experience
2 or more years in a security supervisory role
Successful completion of Contractors security training curricula.
Successful completion of the physical fitness test described in
Contract Section A.

RFP # 31701-03107
120

ATTACHMENT F

JANITORIAL SERVICES CHECKLIST

Daily Services
Vacuum all carpets in offices, lobbies and corridors.
Sweep and mop all lobby tile work.
Dust mop all resilient and composition floors with dust mop. Damp-mop to remove spills and
water stains treated as required
Dust all cleared desks, office furniture and other horizontal surfaces with treated dust cloths.
Empty all ashtrays and urns, clean and sanitize as needed, including exterior ash urns.
Empty all wastebaskets, trash containers, and recycled paper containers. Replace liners as needed,
including exterior trash containers.
Remove all trash and recycled paper containers from floors to the designated trash areas. Boxes
marked trash are to be thrown away.
Remove fingerprints, dirt smudges, graffiti, etc. from all doors, frames, glass partitions, windows,
light switches, elevator door jambs, and elevator interiors.
Return chairs and wastebaskets to their proper positions.
Sanitize doorknobs, water fountains, and countertops.
Sweep, mop, and clean marks from walls on Monday, Wednesday, and Sunday.
Clean, sanitize, and polish drinking fountains.
Dust and remove debris from all metal door thresholds.
Wipe clean smudged brightwork and glass cases.
Clean resilient and composition floors as required.
Clean carpeting as required.
In computer rooms, anti-static spray to be applied to carpeting upon request.
Replace low-reach burnt-out lighting as needed.
Keep all custodial closets in neat and clean order.
Restrooms:
Restock all restrooms with supplies from stock, including paper towels, toilet tissue, seat covers,
and hand soap as necessary.
Restock all sanitary napkin and tampon dispensers from stock as needed.
Wash and polish all mirrors, dispensers, faucets, flushometers, and brightwork with non-abrasive
disinfectant cleaners.

RFP # 31701-03107
121

Wash and sanitize all toilets, toilet seats, urinals and sinks.
Remove stains, descale toilets, urinals, and sinks, as needed.
Mop all restroom floors with disinfectant germicidal solution.
Empty and sanitize all waste and sanitary napkin and tampon receptacles.
Remove restroom trash.
Clean fingerprints, marks and graffiti from walls, partitions, glass, aluminum, and light switches.
Trash and Service Areas:
Place all miscellaneous trash and debris in the building trash receptacles, compactors, or balers.
Neatly stack all trash in designated area.
Sweep entire area.
Maintain, in orderly manner, all janitorial supplies and paper products in the storage rooms and
service sink closets.
Maintain an inventory control sheet of supplies.
Maintain an orderly arrangement of all equipment.

Weekly Services
Dust all low reach areas, including chair rugs, structural and furniture ledges, baseboards, window
sills, door louvers and other ventilation louvers, wood paneling, molding, etc.
Dust inside all door jams.
Wipe clean and polish all metal and bright work.
Edge vacuum all carpeted areas.
Check all waxed floors, restore and high speed buff as needed.
Dust and/or wash all directory boards and display glass.
Dust in place all picture frames, charts, graphs, and similar wall hangings.
Clean all wall marks.
Restrooms:
Clean shower walls, floors and drains and sanitize.
In all restrooms, keep floor drains filled with water and/or deodorizer.
Trash and Service Areas:
Damp-mop all composition floors in storerooms.
Clean and disinfect service sinks.
Sweep store room floors.

RFP # 31701-03107
122

Monthly Services
Dust all high reach areas, including tops of door frames, structural and furniture edges, air
conditioning diffusers, louvers, tops of partitions, picture frames, blinds, and other areas not
reached in nightly or weekly services.
Clean all vertical and horizontal blinds.
Vacuum and spot clean upholstered furniture in offices upon request, lobby furniture as needed.
Restrooms:
Wipe down all walls and metal partitions.
Clean all ventilation louvers, vents and light fixtures.

Semi-Annual Services
Strip and wax all resilient composition floors and tile.
Shampoo carpeted areas.
Wash and clean all interior glass surfaces (glass partitions and interior windows).

RFP # 31701-03107
123

ATTACHMENT G

GLOSS ARY

Term / Acronym
7x24x365
BMC Software
BMS
CCSC
CMMS
CRAC
CRAH
Electronic Means
EPA
EPO
F&A
GPM
HEPA
HVAC
IEEE
ISO
IT
KPI
MEP
MSDS
MTBF
MTBR
NEC
NFPA
State Business Hours
OIR
PDU
RFP
RPA
RPP
SBC
SCADA
SOP
T&M
TSSC
UPS
VAV
VFD

Description / Meaning
Seven (7) days a week, Twenty-four (24) hours a day, Three
Hundred Sixty-Five (365) days a year
Software Development Company
Building Management System
Capital Complex Service Center
Computerized Maintenance Management System
Computer Room Air Conditioner
Computer Room Air Handler
Electronic submission such as, but not limited to, email, text, or
facsimile
Environmental Protection Agency
Emergency Power Off
Finance and Administration
Gallons Per Minute
High Efficiency Particulate Air Filter
Heating, ventilating and air conditioning
Institute of Electrical and Electronics Engineers
International Organization for Standardization
Information Technology
Key Performance Indicators
Mechanical, Electrical and Plumbing
Material Safety Data Sheets
Mean Time Between Failure
Mean Time Between Repair
National Electrical Code
National Fire Protection Association
Monday through Friday, 8:00 a.m. 4:30 p.m. CT, excluding State
Holidays
Office for Information Resources
Power Distribution Unit
Request for Proposals
Real Property Administration
Remote Power Panel
State Building Commission
Supervisory Control and Data Acquisition System
Standard Operating Procedure
Time and Materials
Tennessee South Service Center
Uninterruptable Power Supply
Variable Air Volume
Variable Frequency Drive

RFP # 31701-03107
124

ATTACHMENT H

Section A List of Mechanical / Electrical Equipment to be Maintained

CAPITAL COMPLEX SERVICE CENTER (CCSC)

Asset

Description

Model #

AC01

Air Compressor

QCO3008D00409

AHU01
AHU02
AHU03
AHU04
AHU05
AHU06

AIR HANDLER
AIR HANDLER
AIR HANDLER
AIR HANDLER
AIR HANDLER
AIR HANDLER
Automatic Transfer
Switch

39ED36
39ED29
39ED19
39BA050A10
39ED39
LSL103CA
Type 962
1200amp

ATS02

Automatic Transfer
Switch

Type 962
1200amp

ATS03

Automatic Transfer
Switch

Z10J3S1AC70

1626131-1

GE

ATS04

Automatic Transfer
Switch

Z10J3S1AC70

1626131-2

GE

ATS 05

Automatic Transfer
Switch

Z10F3S1AC70

1626130-1

GE

ATS 06

Automatic Transfer
Switch

Z10K3S1AC70

1626132-1

GE

ATS07

Automatic Transfer
Switch

Z10K3S1AC70

1626132-2

GE

BDC01

Battery Disconnect
System

2500 AMP

3350339-001

SQUARE D

BDC02

Battery Disconnect
System

2500 AMP

3350339-002

SQUARE D

16hx925ffr

192 cells

ENERSYS

225
225

8720569
8720569

RITE BOILER
RITE BOILER

ATS01

BLR01
BLR02

Batteries for UPS

systems
Boiler #1
Boiler #2

CH-1

Centrifugal Chiller

YKEEEQQ5-CKG

CH-2

Centrifugal Chiller

YKEEEQQ5-CKG

CH-3

Scroll Chiller

YCWL0056

BDC03

Serial #

Manufacturer

200506220046
0687T47575
0687T47578
0687T47579
871133595
3087T02168
36C00768-06

CARRIER
CARRIER
CARRIER
CARRIER
CARRIER
MCQUAY

958034

ASCO

QUINCY

ASCO

SAYM174020
SAYM173860
2LXM013902

York
York
York

RFP # 31701-03107
125

Asset

Description

CWP-1

End Suction Pump

CWP-2

End Suction Pump

CWP-3

End Suction Pump

CWP-4

End Suction Pump

CRAC01

COMPUTER ROOM
A/C UNIT

CRAC02

Model #

Serial #

Manufacturer

697187

ARMSTRONG

697182

ARMSTRONG

696845

ARMSTRONG

697184

ARMSTRONG

FH376C-A00

119396C

LIEBERT

COMPUTER ROOM
A/C UNIT

FH376C-A00

119396C

LIEBERT

CRAC03

COMPUTER ROOM
A/C UNIT

FH376C-A00

119396O

LIEBERT

CRAC04

COMPUTER ROOM
A/C UNIT

FH376C-A00

119396O

LIEBERT

CRAC05

COMPUTER ROOM
A/C UNIT

FH376C-A00

119396J

LIEBERT

CRAC06

COMPUTER ROOM
A/C UNIT

FH376C-A00

119396D

LIEBERT

CRAC07

COMPUTER ROOM
A/C UNIT

FH376C-A00

119396I

LIEBERT

CRAC08

COMPUTER ROOM
A/C UNIT

FH376C-A00

119396H

LIEBERT

CRAC09

COMPUTER ROOM
A/C UNIT

FH376C-A00

119396F

LIEBERT

CRAC10

COMPUTER ROOM
A/C UNIT

PH376C-A00

119396F

LIEBERT

CRAC11

COMPUTER ROOM
A/C UNIT

FH376C-A00

119396M

LIEBERT

CRAC12

COMPUTER ROOM
A/C UNIT

FH376C-A00

119396P

LIEBERT

CRAC13

COMPUTER ROOM
A/C UNIT

FH376C-A00

119396S

LIEBERT

CRAC14

COMPUTER ROOM
A/C UNIT

FH422C-A00

119396R

LIEBERT

CRAC15

COMPUTER ROOM
A/C UNIT

FH422C-A00

119396O

LIEBERT

CRAC16

COMPUTER ROOM
A/C UNIT

FH376C-A00

1193966

LIEBERT

CRAC17

COMPUTER ROOM
A/C UNIT

FH376C-A00

119396K

LIEBERT

4030-8x6x15-30
hp
4030-8x6x15-30
hp
4030-5x4x10-15
hp
4030-8x6x15-30
hp

RFP # 31701-03107
126

Asset

Description

Model #

Serial #

Manufacturer

CRAC18

COMPUTER ROOM
A/C UNIT

FH376C-A00

119396E

LIEBERT

CRAC19

COMPUTER ROOM
A/C UNIT

FH422C-A00

763601-001

LIEBERT

CRAC20

COMPUTER ROOM
A/C UNIT

CF91C-A00

119396V

LIEBERT

CRAC21

COMPUTER ROOM
A/C UNIT

CF91C-A00

119396T

LIEBERT

CRAC22

COMPUTER ROOM
A/C UNIT

FH422C-A00

117421-002

LIEBERT

CRAC23

COMPUTER ROOM
A/C UNIT

FH422C-A00

197421-001

LIEBERT

CT-3

Counter Flow Induced

Draft cooling tower
Counter Flow Induced
Draft cooling tower
Counter Flow Induced
Draft cooling tower

DT1

Diesel Fuel day Tank

SCDT100ULD

EF02

Exhaust Fan

8-098-a

EF04

Exhaust Fan

8-098-a

EF05
EF06
EF07
EF07-A
EF08
EF09

Exhaust Fan
Exhaust Fan
Exhaust Fan
Exhaust Fan
Exhaust Fan
Exhaust Fan

VEDB-10
VEDB-10
402ALE
195ace-19505b
LFBA-42
VEDC-15

EF12

Exhaust Fan

8-098-a

EF13

Exhaust Fan

8-097-a

EF14
EFLT04
FP

Exhaust Fan
Electric Filter
Simplex Fire Panel
Underground Fuel
Storage - 4,000 Gal

CT-1
CT-2

FST
GCS01

Generator Control
Switch

GCS02

Generator Control
Switch

PT2-1212A-3N2

Baltimore Aircool

PT2-1212A-3N2

Baltimore Aircool

PT2-0709A-3J1

Baltimore Aircool

F57A1002

Spare

64679-2
133068701306
133068711306

45858610
045se59635

133068671306
133085601306

E&CA
Greenheck
Greenheck
CARNES
CARNES
COOK
Cook
CARNES
CARNES
Greenheck
Greenheck

8846N064

CARNES
HONEYWELL

958033

ASCO

958034

ASCO

RFP # 31701-03107
127

Asset

Description

Model #

GEN 01
Gen 02
HWP01
HWP02
PA

Generator
Generator
Heating water pump
Heating water pump
Preaction System

3516
?
3.2.8 4280 BF
3.2.8 4280 BF

CHP-1

Inline Pump

CHP-2

Inline Pump

CHP-3

Inline Pump

CHP-4

Inline Pump

PDU-A

Power Distribution
Unit

PPA1150C

M11D090106

LIEBERTEMERSON

PDU-B

Power Distribution
Unit

4051-009-BRY

42398

LIEBERTEMERSON

PDU-C

Power Distribution
Unit

4051-011-BRY

42395

LIEBERTEMERSON

PDU-D

Power Distribution
Unit

PPA1150C

M11D090089

LIEBERTEMERSON

PDU-E

Power Distribution
Unit

4051-009-BRY

42397

LIEBERTEMERSON

PDU-F

Power Distribution
Unit

4051-009-BRY

42399

LIEBERTEMERSON

PDU-G

Power Distribution
Unit

4051-009-BRY

42400

LIEBERTEMERSON

PDU-H

Power Distribution
Unit

4051-009-BRY

42402

LIEBERTEMERSON

PDU-J

Power Distribution
Unit

4051-009-BRY

PDU-L

Power Distribution
Unit

4036-009-BRY

45721-2

LIEBERTEMERSON

PDU-M

Power Distribution
Unit

4051-009-BRY

45721-3

LIEBERTEMERSON

PDU-N

Power Distribution
Unit

PPA150C

334069-1

LIEBERTEMERSON

PDU-O

Power Distribution
Unit

PPA100C

334069-2

LIEBERTEMERSON

PDU-P

Power Distribution
Unit

PPA150C

547419-001

LIEBERTEMERSON

PDU-R

Power Distribution
Unit

PPA150C

720702-001

LIEBERTEMERSON

4380-6x6x13-40
hp
4380-6x6x13-40
hp
4380-4x4x10-15
hp
4380-4x4x10-15
hp

Serial #

Manufacturer

?
133912
3.2.8 4280 BF

CATERPILLER
?
ARMSTRONG
ARMSTRONG

696781

Armstrong

696782

Armstrong

696783

Armstrong
Armstrong

LIEBERTEMERSON

RFP # 31701-03107
128

Asset

Description

Model #

Serial #

Manufacturer

PDU-S

Power Distribution
Unit

PPA150C

MO8A090186

LIEBERTEMERSON

PPA150C

MO8A090197

LIEBERTEMERSON

39EH23
39EH23
RL217497-700
HS165S01
HS165S01
HS165S01
HS165S01
HS165S01
HS165S01
HS24801
HS24801
9315-750-675
9315-750-675
9315-750-675

0687T47586
0687T47684
EA1739XX45
15081186

CARRIER
CARRIER
POWERWARE
MODINE
MODINE
MODINE
MODINE
MODINE
MODINE
MODINE
MODINE
MODINE
POWERWARE
POWERWARE

PDU-T
RF01
RF02
SBPM
UH01-2
UH01-3
UH01-4
UH02
UH03
UH04
UH05
UH06
UPS01
UPS02
VR
VFD-AHU-1
VFD-AHU-2
VFD- RAF-1
VFD- RAF-2
VFD-CHP-1
VFD-CHP-2
VFD-CHP-3
VFD-CHP-4
VFD-CWP-1
VFD-CWP-2
VFD-CWP-3
VFD-CWP-4
SP-1
SP-2
HX-1
FPU-1-1

Power Distribution
Unit
Return Fan
Return Fan
System Bypass Module
Utility Heater C106
Utility Heater
Utility Heater
Utility Heater
Utility Heater
Utility Heater
Utility Heater
Utility Heater
UPS
UPS
Veeder-Root
Variable Frequency
Drive
Variable Frequency
Drive
Variable Frequency
Drive
Variable Frequency
Drive
Variable Frequency
Drive
Variable Frequency
Drive
Variable Frequency
Drive
Variable Frequency
Drive
Variable Frequency
Drive
Variable Frequency
Drive
Variable Frequency
Drive
Variable Frequency
Drive
Sump Pump

15081186
15081186
18081186
18081186
EA144ZXX01
EA144ZXX05

FC-102P11KT4

Danfoss

FC-102P11KT4

Danfoss

FC-102P5K5T4

Danfoss

FC-102P5K5T4

Danfoss

FC-102P22KT4

Danfoss

FC-102P22KT4

Danfoss

FC-102P11KT4

Danfoss

FC-102P22KT4

Danfoss

FC-102P22KT4

Danfoss

FC-102P22KT4

Danfoss

FC-102P11KT4

Danfoss

FC-102P22KT4

Danfoss

SC0511AV

Bell & Gossett

Sump Pump

2EC0311L

Bell & Gossett

Heat Exchanger

P62

Bell & Gossett

Parallel Flow

TVS-1011

Johnson Controls

RFP # 31701-03107
129

Asset

Description

Model #

Serial #

Manufacturer

FPU-1-2
FPU-1-3
FPU-1-4
FPU-1-5
FPU-1-6
FPU-1-7
FPU-1-8
FPU-2-1
FPU-2-2
FPU-2-3
FPU-2-4
FPU-2-5
FPU-2-6
FPU-2-7
VAV-1-1
VAV-1-2
VAV-1-3
VAV-1-4
VAV-1-5
VAV-1-6
VAV-1-7
VAV-1-8
VAV-1-9
VAV-1-11
VAV-1-12
VAV-1-13
VAV-1-14
VAV-2-1
VAV-2-2
VAV-2-3
VAV-2-4
VAV-2-5
VAV-2-6
VAV-2-7
VAV-2-8
VAV-2-9
VAV-2-10
VAV-2-11

Parallel Flow

TVS-1011

Johnson Controls

Parallel Flow

TVS-1221

Johnson Controls

Parallel Flow

TVS-1221

Johnson Controls

Parallel Flow

TVS-1011

Johnson Controls

Parallel Flow

TVS-1221

Johnson Controls

Parallel Flow

TVS-1011

Johnson Controls

Parallel Flow

TVS-1011

Johnson Controls

Parallel Flow

TVS-806

Johnson Controls

Parallel Flow

TVS-1221

Johnson Controls

Parallel Flow

TVS-1221

Johnson Controls

Parallel Flow

TVS-1624

Johnson Controls

Parallel Flow

TVS-1011

Johnson Controls

Parallel Flow

TVS-1011

Johnson Controls

Parallel Flow

TVS-1011

Johnson Controls

Parallel Flow

TSS-8

Johnson Controls

Parallel Flow

TSS-10

Johnson Controls

Parallel Flow

TSS-12

Johnson Controls

Parallel Flow

TSS-10

Johnson Controls

Parallel Flow

TSS-12

Johnson Controls

Parallel Flow

TSS-16

Johnson Controls

Parallel Flow

TSS-10

Johnson Controls

Parallel Flow

TSS-12

Johnson Controls

Parallel Flow

TSS-12

Johnson Controls

Parallel Flow

TSS-12

Johnson Controls

Parallel Flow

TSS-12

Johnson Controls

Parallel Flow

TSS-10

Johnson Controls

Parallel Flow

TSS-10

Johnson Controls

Parallel Flow

TSS-10

Johnson Controls

Parallel Flow

TSS-8

Johnson Controls

Parallel Flow

TSS-12

Johnson Controls

Parallel Flow

TSS-10

Johnson Controls

Parallel Flow

TSS-10

Johnson Controls

Parallel Flow

TSS-12

Johnson Controls

Parallel Flow

TSS-16

Johnson Controls

Parallel Flow

TSS-10

Johnson Controls

Parallel Flow

TSS-16

Johnson Controls

Parallel Flow

TSS-12

Johnson Controls

Parallel Flow

TSS-8

Johnson Controls

RFP # 31701-03107
130

Section B List of Mechanical / Electrical Equipment to be Maintained

TENNESSEE SOUTH SERVICE CENTER

Equipment
Description
VFDs
Fuel Oil System

Package Chilled
water Pumps

Manufacturer Name / Model Number

Quantities
as of July 2,
2014

ABB, Inc. / Model # ACH 550 - VCR-015A-4 & ACH 550 VCR-012A-4
F.O. SYSTEM supplied by ISP Automation, Inc.
1. F.O. STORAGE TANK - HIGHLAND TANK Co./ Fireguard
(16,000 gallon capacity)

2. FILL BOX w/ FILL PORT CONTROL PANEL - SIMPLEX

3. TRANSFER F.O. SUBMERSIBLE PUMPS - FEPETRO
Inc.,/ Model # STP-33

4. F.O. RETURN PUMPS - FEPETRO Inc.,/ Model # STP-33

5. F.O. HEATER - CHROMALOX/ Model # NWHO-06

TIGERFLOW CHW PUMP PACKAGE SYSTEM

1. PUMPS - PACO series VSM 5015-7
2. GLYCOL MAKE-UP UNIT - series ES-3000-GLY Model #
D-1/2MT-S3-1/2PB-GLY

2
1 Unit
Duplex
Pump Set

3. EXPANSION TANK - AMTROL Inc./ Model #2500-L

4. AIR SEPARATOR - AMTROL Inc./ Model # 8-AS-L

Dry Coolers

JOHNSON CONTROLS - YORK/ Model # VDCF 268B60

Chillers

JOHNSON CONTROLS - YORK/ Model # YCN0197VA46

CRAH Units

STULZ/ Model # SATS CCD-1800-OWE

12

AC Units

JOHNSON CONTROLS - YORK/ Model # YC-IPF

Humidifiers
Utility
Transformers UTA1 and UT-B1
Main Switchboard
MDS-A1 and MDSB1

NORTEC/ Model # NHTC-020, NHTC-030 & NHTC-050

MTEMC (Local Utility) owned

Russelectric

GENERATOR
SWITCHGEAR GCS

Russelectric

Generators 1 & 2

2250kW - Caterpillar model 3516B

RFP # 31701-03107
131

Equipment
Description
Load Bank
Transformers
Panelboards
Enclosed Switches
and Circuit
Breakers
Enclosed Bus
Assemblies
Manual Starters
with terminal
overload
Uninterruptible
Power Supply
External Bypass
Switchboard

Batteries
Power Distribution
Units
Remote Power
Panels
Static Transfer
Switch
Batteries
Monitoring
SCADA System

Manufacturer Name / Model Number

Quantities
as of July 2,
2014

2000kW - Loadtec, Outside, Model: OSM & OSL Series

General Electric (Various sizes 30KVA to 75KVA) QL Type

General Electric, Type SBO; AQ; AE

21

General Electric, Safety Switches Type TH; CBS TYPE TE

& TF
General Electric, Spectra Series Busway

General Electric, Type Manual Motorstarters 101

1000kVA Libert 610 series, Model U39SA991AAARS64
Siemens
3 tier rack mounted Wet Cell - C&D technologies, Model
2XTHCP-27
450kva Liebert Precision Power Center, Model
PPASFA4SFA5SFA_325

Multi
1

Multi
2
2
4 strings of
120 each 480 total
4

Liebert FDC, Model FDC4414SB12

18

400A Liebert static transfer switch, model STPA4CRJ12N

Albert Battery Monitoring System, BDS-256- Model 4764

Russelectric

RFP # 31701-03107
132

ATTACHMENT I

Tennessee South Service Center (TSSC) Layout

Note: This proposed

drawing does reflect
the current layout of the
site.

RFP # 31701-03107
133

ATTACHMENT J

PLANT LISTING AND LAYOUT FOR THE

TENNESSEE SOUTH SERVICE CENTER ARE POSTED ON THE FOLLOWING
WEBSITE
[Link]

RFP # 31701-03107
134

RFP ATTACHMENT 6.7

Tennessee Contractor License Information

Response Package Cover Attachment

Any blank spaces may cause Response to be unacceptable and rejected.

Provide State contractor license number, expiration date, and classifications
for Respondent and listed subcontractors, as applicable and pursuant T.C.A. 62-6-119.
Provide all names as used for licensing or other legal transactions.

Respondent
Identification:
Respondent
(Name as Licensed See T.C.A. 62-6-114 and Rule 0680-1-.25)

Address

Tennessee Contractor License information:

Provide complete information if licensed, or

circle:
(Respondent Unlicensed)

License ID Number
License Classification(s) applicable to Project

$(

License expiration date

)
Dollar Limit

Subcontractors to be used on this Project: (or Respondent, if Respondent is to perform the work)

If any work, regardless of dollar value, is required for subcontractor category, list subcontractor that will
perform that work. Or, if Respondent will perform work in a category with Respondents own forces, fill in
Respondents name as subcontractor.
If no work is required in a subcontractor category, write N/R (None Required) or N/A (Not Applicable).
If the monetary amount of a subcontractors work is such that no license is required, N/A may be written in
the license number column, but still write name.

Plumbing
Name

License Number

Expiration Date

Classification

License Number

Expiration Date

Classification

License Number

Expiration Date

Classification

License Number

Expiration Date

Classification

Note: This space must be filled in or the bid may not be opened.

HVAC
Name
Note: This space must be filled in or the bid may not be opened.

Electrical
Name
Note: This space must be filled in or the bid may not be opened.

Masonry
Name
Note: Applicable only if material and labor exceeds $100,000

RFP # 31701-03107
135