FACILITY CONDITION ASSESSMENT SERVICES

Page 3 of 26 Contractor Initials_______ Date_______ STATE OF NEW HAMPSHIRE TRANSMITTAL LETTER Date: ___________________ Company Name: ________________________________________ Address: _________________________________________________________ _________________________________________________________ To: Point of Contact: Andrea Olsson Telephone: 603-271-7272 Email: Andrea.I.Olsson@das.nh.gov RE: Proposal Invitation Name: Facility Condition Assessment Services RFP Number: 2784-24 RFP Posted Date (on or by): December 13, 2023 RFP Closing Date and Time: January 16, 2024 @ 2:00PM (EST) [Insert name of signor]_____________________________, on behalf of _____________________________ [insert name of entity submitting RFP(collectively referred to as Bidder) hereby submits an offer as contained in the written RFP submitted herewith (RFP) to the State of New Hampshire in response to RFP # 2784-24 for Facility Condition Assessment

Services at the price(s) quoted herein in complete accordance with the RFP. Bidder attests to the fact that: 1. The Bidder has reviewed and agreed to be bound by the RFP. 2. The Bidder has not altered any of the language or other provisions contained in the RFP document. 3. The RFP is effective for a period of 180 days from the RFP Closing date as indicated above. 4. The prices Bidder has quoted in the RFP were established without collusion with other bidders. 5. The Bidder has read and fully understands this RFP. 6. Further, in accordance with RSA 21-I:11-c, the undersigned Bidder certifies that neither the Bidder nor any of its subsidiaries, affiliates or principal officers (principal officers refers to individuals with management responsibility for the entity or association): a. Has, within the past 2 years, been convicted of, or pleaded guilty to, a violation of RSA 356:2, RSA 356:4, or any state or federal law or county or municipal ordinance prohibiting specified bidding practices, or involving antitrust violations, which has not been annulled; b. Has been prohibited, either permanently or temporarily, from participating in any public works project pursuant to RSA 638:20; c. Has previously provided false, deceptive, or fraudulent information on a bidder code number application form, or any other document submitted to the state of New Hampshire, which information was not corrected as of the time of the filing a bid, proposal, or quotation; d. Is currently debarred from performing work on any project of the federal government or the government of any state; e. Has, within the past 2 years, failed to cure a default on any contract with the federal government or the government of any state; f. Is presently subject to any order of the department of labor, the department of employment security, or any other state department, agency, board, or commission, finding that the applicant is not in compliance with the requirements of the laws or rules that the department, agency, board, or commission is charged with implementing; g. Is presently subject to any sanction or penalty finally issued by the department of labor, the department of employment security, or any other state department, agency, board, or commission, which sanction or penalty has not been fully discharged or fulfilled; h. Is currently serving a sentence or is subject to a continuing or unfulfilled penalty for any crime or violation noted in this section; i. Has failed or neglected to advise the division of any conviction, plea of guilty, or finding relative to any crime or violation noted in this section, or of any debarment, within 30 days of such conviction, plea, finding, or debarment; or j. Has been placed on the debarred parties list described in RSA 21-I:11-c within the past year. This document shall be signed by a person who is authorized to legally obligate the responding vendor. A signature on this document indicates that all State of New Hampshire terms and conditions are accepted by the responding vendor and that any and all other terms and conditions submitted by the responding vendor are null and void, even if such terms and conditions have terminology to the contrary. The responding vendor shall also be subject to State of New Hampshire terms and conditions as stated on the reverse of the purchase order. Authorized Signors Signature _______________________________ Authorized Signors Title ________________________ mailto:Andrea.I.Olsson@das.nh.gov Page 4 of 26 Contractor Initials_______ Date_______ REQUEST FOR PROPOSAL FOR FACILITIES CONDITION ASSESSMENT SERVICES FORTHE STATE OF NEW HAMPSHIRE PART I OVERVIEW AND SCHEDULE A. Purpose The purpose of this RFP invitation is to establish a contract for Facility Condition Assessment Services for the State of New Hampshire as indicated in the SCOPE OF SERVICES and OFFER SECTIONS, and in accordance with requirements of this RFP invitation. These services shall include but are not limited to the assessed current value, replacement costs or deferred costs of facility contents including interior and exterior walls, floors, ceilings, lighting, etc. as well as plumbing, heating, electrical and fire alarm/suppression systems for buildings owned by the State of New Hampshire. B. Timeline The timeline below is provided as a general guideline and is subject to change. The State reserves the right to amend this schedule at its sole discretion and at any time through a published Addendum. 12/13/2023 RFP Solicitation distributed on or by 12/20/2023 Last day for questions, clarifications, and/or requested changes to RFP 01/04/2023 Response to submitted questions, clarifications, and/or requested changes to RFP 01/16/2024 2:00 PM (EST) RFP Closing C. Instructions to Bidders Read the entire proposal invitation prior to filling it out. In the preparation of your proposal response, you shall: Complete the pricing information in the Offer section Submit all requested information within your response Complete the Bidder(s) Contact Information section Complete the company information on the Transmittal Letter page, and sign under penalty of unsworn falsification in the space provided on that page. PART II PROPOSED SCOPE OF WORK Bidder shall provide facilities condition assessment services, reporting and recommendation services as described herein. A. Background The State of New Hampshire, Central Facilities Bureau is seeking to contract with an independent firm to conduct a comprehensive facility condition assessment study. There are approximately thirty-seven (37) buildings currently in use by the States Central Facilities Bureau; however, this number is subject to change depending on the acquisition or sale of facilities during the contract period. These facilities are located primarily in the Concord, NH area, but may be distributed among other areas of the State. The required assessments shall consist of but are not limited to: contents of the facility (lights, floors, walls, etc.- both interior and exterior), the conditions of these contents, assessed current value, replacement costs or deferred costs. The results of this study will assist the Central Facilities Bureau in developing an all-inclusive capital plan to address current and future maintenance issues. B. Technical Requirements Page 5 of 26 Contractor Initials_______ Date_______ The Successful Consultant shall provide all services outlined as indicated in this RFP. It is not the intent of the State to engage with multiple vendors for various locations and/or services. Include verification of Bidders ability to meet each of the following requirements. B.1 Bidder Company and Staff Qualifications (Experience) Bidder shall have a minimum of five (5) years of experience in providing facility condition assessment services to government customers. Administrative and technical staff shall be of sufficient size and knowledge base to support the State in its initiatives. In order to demonstrate market experience and breadth, identify other product offerings or tools from your company within the response. Please describe your experience. 1) Scope of Services The following specifications are intended to outline and describe the State of New Hampshire, Central Facilities Bureaus expectations. The Successful Bidder will perform all services and duties described. The collection of data and reports will be uniform across all buildings assessed. The successful bidder shall: Building/Facility Condition Assessment Provide qualified and experienced assessment team(s) to complete comprehensive facility condition assessments (FCAs) for all Central Facilities Bureau buildings. Teams should include qualified and experienced facility assessors who have a thorough knowledge of ASTM Designation: E 2018-01, Standard Guide for Property Condition Assessments: Baseline Property Condition Assessment Process documents. Perform visual inspections of all building assets included in this scope to assess the remaining lifecycle of major asset systems, identify deferred maintenance requirements, recognize life safety issues, and detect major accessibility concerns. Requirements are conditional, operational and system replacement needs, all relating to the system lifecycle. Each requirement shall be classified by priority, requirement category (cause of issue), asset system and cost to allow for multiple queries and data analysis. The scope of the FCA shall include but is not limited to the buildings listed in Attachment 1. The State of New Hampshire reserves the right to include up to 5 additional buildings (350,000 square feet) as acquired by the Central Facilities Bureau. Data Collection and Management Inspection o Visually inspect all building assets included in the scope of the project, identify deficient conditions and assess the remaining lifecycle of designated asset systems. The team(s) shall document deferred maintenance deficiencies, including digital photographs of asset exteriors and any observed conditions within the assets. The survey will include a visual inspection of the building and all of the buildings architectural, mechanical, electrical, and site systems. o After the on-site work is complete, the FCA team(s) will review their notes and findings with the appropriate State of New Hampshire personnel. This shall include descriptive narratives, condition data and photos. Prioritization o Assign a priority to each deferred maintenance deficiency indicating its severity and the ideal time frame for correction. Priority settings should be flexible. Categorization o Assign a category to each deferred maintenance deficiency to allow grouping the deficiencies into common sets. Recommended categories are listed in Table 3 but should be customizable. Corrective Actions o Recommend a corrective action for each deficiency. The actions are based upon the materials and equipment required to repair or replace the identified deficiency along with Page 6 of 26 Contractor Initials_______ Date_______ necessary labor. Successful Consultant will work with the State to identify any soft costs (i.e. permitting fees, project management fees, etc.) that should also be included. Digital Photos o Take digital photos during the assessment to visually illustrate existing conditions. The photographs shall be of the exterior and the critical deficiencies within each asset. Facility Condition Index (FCI) o Calculate the FCIs for each building and the entire portfolio. The State expects to be able to ascertain the impact of various funding levels on the FCI of the assets, or alternatively, the finding levels required to achieve a specific asset FCI. Table 1: Architectural, mechanical, and electrical systems as classified by ASTM E1557 UNIFORMAT III standards Level 1 - Major Group Elements Level 2 Group Elements Level 3 Individual Elements A Substructure A10 Foundations A1010 Standard Foundations A1020 Special Foundations A1030 Slab on Grade A20 Basement Construction A2020 Basement Walls B Shell B10 Superstructure B1010 Floor Construction B1020 Roof Construction B20 Exterior Enclosure B2010 Exterior Walls B2020 Exterior Windows B2030 Exterior Doors B30 Roofing B3010 Roof Coverings B3020 Roof Openings C Interiors C10 Interior Construction C1010 Partitions C1020 Interior Doors C1020 Fittings C20 Stairs C2020 Stair Finishes C30 Interior Finishes C3010 Wall Finishes C3020 Floor Finishes C3030 Ceiling Finishes D Services D10 Conveying D1010 Elevators and Lifts D1090 Other Conveying Systems D20 Plumbing D2010 Plumbing Fixtures D2020 Domestic Water Distribution D2030 Sanitary Waste D2040 Rain Water Drainage D2090 Other Plumbing Systems D30 HVAC D3010 Energy Supply D3020 Heat Generating Systems D3030 Cooling Generating Systems D3040 Distributing Systems D3050 Terminal & Package Units D3060 Controls & Instrumentation D3090 Other HVAC Systems & Equip. D40 Fire Protection D4010 Sprinklers D4020 Standpipes D4030 Fire Protection Specialties D4090 Other Fire Protection Systems D50 Electrical D5010 Electrical Service & Dist. D5020 Lighting & Branch Wiring D5030 Communications & Security D5090 Other Electrical Systems E Equipment and Furnishings E20 Furnishings E2010 Fixed Furnishings Page 7 of 26 Contractor Initials_______ Date_______ In addition to the building systems noted above, the assessment team will also assess the infrastructure systems noted in Table 1 above and evaluate the systems for their age, condition, and cost. Evaluate all system components individually and as an aggregate. This will enable a data-driven understanding of system conditions, replacement timing, and capital expenditure needs over a given period of time. The State requires that a twenty (20) year outlook be used. Table 2: Priorities associate deficiencies with a timeframe; standard priorities listed in this table may be tailored to meet the States requirements. Priority Definition Years Offset Priority 1 Due within 1 year of inspection 1 Priority 2 Due within 3 years of inspection 3 Priority 3 Due within 10 years inspection 10 Priority 4 Not time based Null Table 3 Categories group requirements by cause or reason Category Sub-category Integrity Lifecycle Reliability Regulations Life Safety Building Code HazMat Accessibility Optimization Technological Improvements Capacity Mission Maintenance Abandoned Energy Sustainability Building Infrastructure Lifecycle Facility Condition Assessment Provide qualified and experienced assessment teams(s) to complete a Systems Lifecycle Condition Assessment (LCA) for all Central Facilities Bureau buildings including: o Electrical distribution system o Steam distribution system (as part of building fixture or interior only) o Exterior Lighting (only if part of building structure - parking lot lighting not assessed) o Telecom and communications distribution Gather specific information for each system including date installed, type, capacity, effective age and overall operational condition. Develop infrastructure replacement costs so a replacement value for the infrastructure or utility can be calculated. o System Renewal Requirements Generate system renewal requirements based on observed conditions. A system renewal requirement is a requirement that represents the cost and action date of an asset systems renewal event. o Lifecycle and Cost Estimate Validation Verify both lifecycle (expected useful lifespan of each utility or infrastructure system) estimates and cost estimates and validate based on industry standards and/or historical information provided by the State. Use RS Means system replacement cost estimates to evaluate for accuracy and compare to available historical cost information provided by the State. If it is determined that the raw cost data contained within the system records is low, the costs will be adjusted. DELIVERABLES/REPORTING Page 8 of 26 Contractor Initials_______ Date_______ Based on the study findings, the successful bidder shall prepare both interim reports and a final report and presentation to the States leadership, with recommendations and cost estimates for the deficiencies and improvements identified. Periodic Update Reports o A kickoff meeting will be held with the successful bidder prior to project initiation. Frequency, formatting of reports, specific reporting content/requirements will be agreed upon during this meeting. o Draft Reports Submit one preliminary draft report for each building within 2 business days of completing the FCA/LCA for that building This will allow the State an opportunity to review content, including a review of data classifications (such as priorities, categories and systems), general consistency of overall estimates, and report formats. Draft reports will be basis for progress payments. These shall be submitted with signed certificates of completion on a monthly basis. The preliminary draft reports will contain narrative summaries, digital facility photographs, facility work type summary, facility system summary, major deficiency photographs, and inspection details. Final Draft Report o The final draft report will document the complete findings and analyses of the FCA, incorporate any State requested questions and/or changes developed during the preliminary draft report review and include the following sections for each building: Executive Summary Assessment methodology Funding scenarios Capital renewals State summary data reports Detailed deficiency reports The State will review the final draft report(s) and provide feedback for the development of the final report(s). Final Report & Presentation o Once the assessment, analysis and review are complete, the successful bidder will present their findings to the State of New Hampshire Central Facilities Bureau. o The States expectation is that cost estimates for recommended actions will include both hard and soft costs, be accurate and reflect the local cost of all inputs. Interactive Data Access o The successful bidder will provide a secure hosted, web-based database repository that allows the State: Full access to FCA and facility data and is searchable by location, deficiency, major group element, group element, individual element, etc. Sortable by location, date, priority, etc. Editable to include progress notes, dates, etc. Ability to analyze the data and develop detailed and flexible reports, some of which will be incorporated into capital planning analysis. Access to annually updated cost data utilizing industry standard cost sources to update cost data The website shall be accessible upon completion of first building assessment and allow for real-time additions/modifications as additional buildings are completed and/or deficiencies are discussed and addressed The assessment project is anticipated to be completed in approximately 10 months, but the Successful Bidder shall maintain the archive for an additional 14 months for a total of two (2) years. At the conclusion of the contract term, the data shall be transferred from the Successful Consultants data base into a data base operated and maintained by the State of New Hampshire. Storage and Data Transfer Security Requirements Page 9 of 26 Contractor Initials_______ Date_______ o Protection of personal privacy and data shall be an integral part of the business activities of the Successful Bidder to ensure there is no inappropriate or unauthorized use of State information at any time. To this end, the Successful Bidder shall safeguard the confidentiality, integrity and availability of State information and comply with the following conditions: The Successful Bidder shall implement and maintain appropriate administrative, technical and organizational security measures to safeguard against unauthorized access, disclosure or theft of Personal Data and non-public information. Such security measures shall be in accordance with recognized industry practice and not less stringent than the measures the Successful Bidder applies to its own Personal Data and non-public data of similar kind. All data obtained by the Successful Bidder in the performance of this contract and all Personal Data shall be encrypted at rest and in transit with controlled access. Unless otherwise stipulated, the Successful Bidder is responsible for encryption of the Personal Data. Unless otherwise stipulated, the Successful Bidder shall encrypt all non-public data at rest and in transit. The State shall identify data it deems as non-public data to the Successful Bidder. The level of protection and encryption for all non-public data shall be identified and made a part of the resultant contract. At no time shall any data or processes that either belong to or are intended for the use of the State or its officers, agents or employees be copied, disclosed or retained by the Successful Bidder or any party related to the Successful Bidder for subsequent use in any transaction that does not include the State. The Successful Bidder shall not use any information collected in connection with the service issued from the resultant contract for any purpose other than fulfilling the service. Data Location The Successful Bidder shall provide its Services to the State and its end users solely from data centers within the Continental United States. All storage, processing and transmission of State data shall be restricted to information technology systems within the Continental United States. The Successful Bidder shall not allow its personnel or sub- contractors to store State data on portable devices, including personal computers, except as specified and allowed by the resultant contract, and then only on devices that are used and kept at its data centers within the Continental United States. The Successful Bidder shall permit its personnel and Contractors to access State data remotely only to provide technical support and as specified or required by the contract. Security Incident or Data Breach The Successful Bidder shall inform the State of any security incident or Data Breach in accordance with NH RSA Chapter 359-C:20: Notice of Security Breach. Incident Response: the Successful Bidder may need to communicate with outside parties regarding a security incident, which may include contacting law enforcement, fielding media inquiries and seeking external expertise as mutually agreed upon, defined by law or contained in the resultant Contract. Discussing security incidents with the State should be handled on an urgent as-needed basis, as part of the Successful Bidders communication and mitigation processes as mutually agreed upon, defined by law or contained in the resultant contract. Security Incident Reporting Requirements: the Successful Bidder shall report a security incident to the State identified contact immediately if it reasonably believes there has been a security incident. Breach Reporting Requirements: If the Successful Bidder has actual knowledge of a confirmed data breach that affects the security of any State content that is subject to applicable data breach notification law, the Successful Bidder shall (1) immediately notify the appropriate State identified contact and (2) take commercially reasonable Page 10 of 26 Contractor Initials_______ Date_______ and consistent with industry best practices measures to address the data breach in a timely manner. Breach Responsibilities This section only applies when a Data Breach occurs with respect to State data within the possession or control of the Successful Bidder and/or the third party designee hosting the data as agreed upon by the Successful Bidder and the State. The Successful Bidder, unless stipulated otherwise, shall immediately notify the appropriate State identified contact by telephone in accordance with the agreed upon security plan or security procedures if it reasonably believes there has been a security incident. The Successful Bidder, unless stipulated otherwise, shall promptly notify the appropriate State identified contact within 24 hours or sooner by telephone, unless shorter time is required by applicable law, if it confirms that there is, or reasonably believes that there has been a Data Breach the Successful Bidder shall: cooperate with the State as reasonably requested by the State to investigate and resolve the Data Breach; promptly implement necessary remedial measures, if necessary; and document responsive actions taken related to the Data Breach, including any post-incident review of events and actions taken to make changes in business practices in providing the services, if necessary. Unless otherwise stipulated, if a Data Breach is a direct result of the Successful Bidders breach of its contract obligation or the third party hosting company to encrypt Personal Data or otherwise prevent its release, the Successful Bidder and/or the third party hosting company shall bear the costs associated with: the investigation and resolution of the Data Breach; notifications to individuals, regulators or others required by State law; a credit monitoring service required by State (or federal) law; a website or a toll-free number and call center for affected individuals required by State law all not to exceed the average per record per person cost calculated for Data Breaches in the United States (currently $201 per record/person) in the most recent Cost of Data Breach Study: Global Analysis published by the Ponemon Institute at the time of the Data Breach; and complete all corrective actions as reasonably determined by the Successful Bidder based on root cause; all [(a) through I] subject to the resultant Contracts limitation of liability. OTHER PROJECT/CONTRACT REQUIREMENTS Facility Assessment Team o The successful bidder shall determine the overall make-up and number of resources for their facility assessment team or teams using the following State requirements (the State reserves the right to ask for a replacement of any member of an assessment team at its sole discretion; however, this right is not expected to be exercised lightly or without due cause): Designate a single, dedicated project manager who has overall responsibility for all assessments. The project manager will act as the overall lead, be the primary point person and direct and coordinate the project and ensure completion of all activities related to the FCA/LCAs. This role will require an individual with considerable expertise and experience delivering the requested services. Designate a dedicated team lead for each facility assessment team who has overall responsibility for the FCA(s) provided by the team and reports to the project manager. Page 11 of 26 Contractor Initials_______ Date_______ Ensure each facility assessment team has an adequate number and type of discipline expertise (i.e., architectural, mechanical, electrical, etc.) appropriate for the facility or site and systems being assessed. Ensure that all team members are properly trained, qualified (holding all appropriate professional designations), and experienced to conduct facility condition assessments; it is expected that all team members will be qualified technical personnel and capable of effectively interpreting existing facility condition reports, and conducting system assessments in mechanical, electrical and architectural disciplines. Project Timeline o The successful bidder will establish a project timeline that allows for timely inspections, reporting and recommendations for all buildings on an individual basis based upon the following benchmarks. o Inspections, data collection and preliminary reporting To include upload to data base o Final reporting shall be uploaded within 4 weeks after the inspection of the final building identified within the project o The State may add additional buildings at any time within the term of the contract Invoicing and Payment o Upon Completion and acceptance of the walk-through by the State, a representative of the State will sign off (contractor developed certificate). Successful Bidder shall provide certificate(s) accompanied by an itemized invoice prior to receiving payment by the State o Payment upon completion of preliminary reporting Included data base, real time access as buildings are completed. Payment upon final report and presentation o Project payment milestones Timeframe Milestone Documentation Payment Months 1 - 10 Complete assessments and preliminary reporting for all buildings. Submit certificates of completion, preliminary report and itemized invoice to Central Facilities Bureau. Invoiced monthly based on completed building SF (assessment and reporting). Month 11 Discussion of findings and development of final reporting and recommendations. Scheduled meeting with the State to discuss preliminary reporting, recommendations, and key elements to be included in final reporting. Invoiced after meeting with the State and final reporting contents and formatting are decided. Month 12 Final report completed. All data, and recommendations are uploaded to data-base. Final presentation (s) to State leadership, agency stakeholders. Invoiced upon completion of final presentation Month 13-23 Maintain Data base, provide additional telephone support for assessment related questions and/or data- base issues. Price per month maintenance fee as indicated in offer section Payment will be the cost of maintaining the data base (fixed rate) and invoiced monthly. Month 24 Transfer of data base contents to State maintained platform with support as needed. Termination of contract Final report shall be delivered in Excel format. Invoiced after the successful transfer of final report. o Payment will be issued monthly for the assessments and reporting completed (based on price per SF). Completed certifications signed by project manager and State representative must accompany the itemized invoice. Invoice must contain at minimum: Name of building, location, square footage, and date assessment was completed, contract number Page 12 of 26 Contractor Initials_______ Date_______ C. Subcontractors (Solution) 1) Any Contract resulting from this RFP shall not be, in whole or in part, subcontracted, assigned, or otherwise transferred to any other Contractor without prior written approval by the State. 2) If subcontractors are to be used, the Contractor must clearly explain their participation. 3) If subcontractors are to be used, please include information regarding the proposed subcontractors including the name of the company, their address, contact person and three references for clients they are currently servicing. 4) The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. 5) Subcontractors must abide by all terms and conditions under any resultant Contract. D. Additional Requirements 1) The State requires ten (10) days advance knowledge of work schedules to provide security and access to respective work areas. No premium charges will be paid for any off-hour work. 2) The State shall require correction of defective work or damages to any part of a building or its appurtenances when caused by the Bidders employees, equipment or supplies. The bidder shall replace in satisfactory condition all defective work and damages rendered thereby or any other damages incurred. Upon failure of the bidder to proceed promptly with the necessary corrections, the State may withhold any amount necessary to correct all defective work or damages from payments to the bidder. 3) The work staff shall consist of qualified persons completely familiar with the products and equipment they shall use. The Contracting Officer may require the bidder to dismiss from the work such employees as deems incompetent, careless, insubordinate, or otherwise objectionable, or whose continued employment on the work is deemed to be contrary to the public interest or inconsistent with the best interest of security and the State. 4) The bidder or their personnel shall not represent themselves as employees or agents of the State. 5) While on State property, employees shall be subject to the control of the State, but under no circumstances shall such persons be deemed to be employees of the State. 6) All personnel shall observe all regulations or special restrictions in effect at the State Agency. 7) The bidders personnel shall be allowed only in areas where services are being performed. The use of State telephones is prohibited. 8) All offers shall remain valid for a period of one hundred eighty (180) days from the RFP due date. A bidders disclosure or distribution of an RFP other than to DAS, Division of Personnel may be grounds for disqualification. 9) RFP prices must be in US dollars and must include delivery and all other costs required by this RFP invitation. Special charges, surcharges, processing charges (including credit card transaction fees), delivery charges, or fuel charges of any kind (by whatever name) may not be added on at any time. Per Administrative Rule 606.01(e) if there is a discrepancy between the unit price and the extension price in a response to an RFP, RFB or RFQ, the unit price shall be binding upon the bidder. Page 13 of 26 Contractor Initials_______ Date_______ PART III PROCESS FOR SUBMITTING A PROPOSAL A. Proposal Submission, Deadline, and Location Instructions CHAPTER ADM 600 PROCUREMENT AND PROPERTY RULES APPLY TO AND ARE MADE A PART HEREOF. Proposals submitted in response to this RFP must be received by the Bureau of Purchase and Property no later than the time and date specified in the Timeline section, herein. Proposals may be submitted by e-mail, U.S. Mail or delivery service. - via email NH.Purchasing@DAS.NH.Gov o If email submission, 1 complete proposal with pricing as a separate document - via U.S. Mail or delivery service: o If hard copy submission, 1 complete with pricing and 5 copies with no pricing Hard copy proposals must be addressed to: RFP#2784-24, Andrea Olsson, Purchasing Agent NH Bureau of Purchase & Property 25 Capitol Street - Room 102 Concord NH 03301 Email responses must be labeled with the following information: State of New Hampshire RFP# 2784-24 Due Date: January 16, 2024 @ 2:00PM (EST) Facilities Condition Assessment Services Late submissions will not be accepted and will be returned to the bidders unopened. Delivery of the Proposals shall be at the bidders expense. The time of receipt shall be considered when a Proposal has been officially documented by the Bureau of Purchase and Property, in accordance with its established policies, as having been received at the location designated above. The State accepts no responsibility for mislabeled mail or mail that is not delivered or is undeliverable for any reason. Any damage that may occur due to shipping shall be the Bidders responsibility. B. Proposal Inquiries All inquiries concerning this RFP, including but not limited to, requests for clarifications, questions, and any changes to the RFP, shall be submitted via email to the following RFP designated points of contact: AGENT EMAIL: NH.Purchasing@DAS.NH.Gov Inquiries must be received no later than the conclusion of the Bidder Inquiry Period (see Timeline). Inquiries received later than the conclusion of the Bidder Inquiry Period shall not be considered properly submitted and may not be considered. C. Addenda In the event it becomes necessary to add to or revise any part of this RFP prior to the scheduled submittal date, the Bureau of Purchase and Property will post on our web site any Addenda. Before your submission and periodically prior to the RFP closing, vendors are required to check the site for any addenda or other materials that may have been issued affecting the RFP. The web site address is https://das.nh.gov/purchasing/purchasing.aspx mailto:NH.Purchasing@DAS.NH.Gov mailto:NH.Purchasing@DAS.NH.Gov https://das.nh.gov/purchasing/purchasing.aspx Page 14 of 26 Contractor Initials_______ Date_______ D. Restriction of Contact with State Employees From the date of release of this RFP until an award is made and announced regarding the selection of a Bidder, all communication with personnel employed by or under contract with the State regarding this RFP is forbidden unless first approved by the RFP Points of Contact listed in the Proposal Inquiries section, herein. State employees have been directed not to hold conferences and/or discussions concerning this RFP with any vendor during the selection process, unless otherwise authorized by the RFP Points of Contact. E. Validity of Proposal Proposals must be valid for one hundred and eighty (180) days following the deadline for submission of Proposals in Schedule of Events, or until the Effective Date of any resulting Contract, whichever is later. PART IV CONTENT AND REQUIREMENTS FOR A PROPOSAL Proposals shall follow the following format and provide the required information set forth below. Elaborate proposals beyond what is sufficient to present a complete and effective proposal are not desired. PART V EVALUATION OF PROPOSALS Criteria for Evaluation and Scoring Each responsive Proposal will be evaluated and considered with regard to the following criteria: The Evaluation Committee will use a scoring scale of 100 points, a maximum of 50 points awarded based on the Price Proposal, and a maximum of 50 points will be awarded for the Technical Proposal based on the categories and criteria in the table below. Criteria Total Pages Possible Points Phase 1: Technical Proposal Executive Summary 1 1 Points Bidder & Staff Qualifications 5 5 Points Capability, Capacity, and Qualifications of the Vendor 5 5 Points Work Plan 10 10 Points Facilities Condition Assessment Case Studies 3 6 Points Client References 2 3 Points Data and Reporting 2 5 Points Implementation 2 5 Points Questionnaire Responses 5 10 Points Total Possible Technical Proposal Points 40 pages 50 Points Page 15 of 26 Contractor Initials_______ Date_______ Phase 2: Cost Proposal Cost proposal 50 Points Total Possible Evaluation Points 100 Points Phase 1 Technical Proposal Executive Summary (1 page maximum): Executive summary should provide a concise summary of the Technical Proposal identifying how the Response satisfies the RFP requirements. The executive summary must include an overview of the bidders proposed services, general company operations, a work plan defining how services will be implemented, timeframe to implement service, and functionality, support and training. The bidder must clearly identify their qualifications to meet the requirements defined in the RFP and reveal a clear understanding of the RFP requirements. Bidder & Staff Qualifications (5 pages maximum): Provide staff resumes/CV and describe qualifications of the company as a whole and experience of key staff who will be involved in this project, including their experience within facilities condition assessment services. o Provide full details regarding the following items in support of the bidders Experience and ability to provide services. Include: o Full legal company name; o Year business started; o State of incorporation; o Location of headquarters; o Current number of people employed; o Details of any litigation your company may be a party to in which an adverse decision might result in a material change in the companys financial position or future viability; o Presence in the State of New Hampshire; o Identification of which services are provided via the bidder and those being resold or provided by a subcontractor, if applicable; o Sub-contractor including company name, address, contact person and three references for clients they are currently serving. o Please include additional qualifications for project manager and team leads. Capability, Capacity, and Qualifications of the Vendor (5 pages maximum): Vendors must demonstrate and understanding of the scope of service required to provide facilities condition assessment services to multiple buildings with varying size, age and function. Work Plan (10 pages maximum): This section should outline, in detail, the Vendors approach and methodology to delivery all the tasks/services covering the entire scope of this RFP. This shall include: o Describe actions necessary to produce the deliverables. o Present a clear understanding of the methods and tools used to complete the required tasks and deliverables. o Describe its project management process in detail to provide the Central Facilities Bureau with an understanding of its approach to include: How work will be coordinated throughout contract term Ensure project meets all requirements complete work on schedule adhere to budget manage quality processes and team resources communicate effectively Handle risk o Propose a timeline of activities and resources to accomplish proposed tasks. Include a sample project schedule showing the following relevant information: Mobilization of the project Recommended facility project list field data collection and historical asset information Preliminary report as described in deliverables section Final report document(s) Final presentation Page 16 of 26 Contractor Initials_______ Date_______ o Provide an analysis of each of the tasks, and for each, as specific proposed plan of work, milestones, and resources proposed. o Provide information about what expectations your company has for the Central Facilities Bureau as part of this engagement. o Identify key success factors and risks for project implementation. Facilities Condition Assessment Case Studies (3 page maximum): o Provide three (3) relevant caste studies providing facilities condition assessment services for large scale institutions with at least one (1) for a US State, County, City or large educational institutions. Client References (2 pages maximum): o Vendors to provide a minimum of three (3) Client references out of which one (1) must be a for a US State, County or City where the Vendor has provided facilities condition assessment services for a similar implementation; please include client names, reference name, title, email, phone numbers, dates of service and scope of service(s) provided. Data and Reporting (2 pages maximum): o It is not intent of the Central Facilities Bureau to house a data base for findings and reports but rather access this information via a web-based platform. Please describe your experience with creating and maintaining these services. o Please attach samples of reports that have been provided as part of the facilities condition assessment. Implementation (2 pages maximum): o Due to the number of buildings and scope of the project, monitoring processes and timelines will be of significant importance. Please describe your organizations program for quality assurance o Describe how your best practices and internal controls will be applied to the following: Implementation and adherence to established project timeline Work within the price limitation of established contract Adapt to and overcome potential scheduling challenges o Describe how you plan to implement the Work Plan, including team composition, number of team members, organization of priorities and scheduling requests Questionnaire Responses (5 pages maximum) o Please see Attachment 2 and provide answers to the questions contained within. Phase 2 Price Proposal Currently all buildings are located in Concord, NH. Bidders shall provide a fixed price for the completion of all FCA for all facilities as listed in the Scope of Services. Cost per square foot should be inclusive of ALL costs including incidentals, travel, accommodations, meals, vehicle rentals, etc. Please provide itemized breakdown of how the cost per square foot was determined. Current Baseline Gross Square Foot: 2,093,957 Current Number of Buildings: 37 Description Proposed Cost Base Fee Supplemental Engineering Support Reimbursables Total cost per Square Foot Buildings may be located other than Concord, NH. Potential Additional GSF: UP to 350,000 Description Proposed Cost Page 17 of 26 Contractor Initials_______ Date_______ Base Fee Supplemental Engineering Support Reimbursables Cost per square foot Please provide an in-depth list of all fees included in each category. Base Fee Supplemental Engineering Support Reimbursables The evaluation team will select a Bidder based upon the criteria and standards contained in this RFP and from applying the weighting in this section. Technical scoring will be based off of consensus scoring. The financial scoring will be based on the Total Cost as requested in the Cost of Proposed Solution tables located in the OFFER section of this RFP. The selected lowest cost proposal will receive all 50 points allocated for the financial score. Financial scores for all other proposals will be calculated using the following equation (scores will be rounded to the nearest whole number): Lowest overall Bidder cost / bidder cost X 50 = Points Assessed Example: Bidder A Total Cost is $25,000.00 Bidder B Total Cost is $27,500.00 Bidder A: $25,000 / $25,000 X 50 = 50 Points Assessed to Bidder A Bidder B: $25,000 / $27,500 X 50 = 45 Points Assessed to Bidder B Quotes may be included as a separate attachment but will not be accepted in lieu of the completed offer section. B. Award The award shall be made to the responsible Bidder meeting the criteria established in this RFP and achieving the highest Evaluation Process score. The State reserves the right to reject any or all proposals or any part thereof. If an award is made, it shall be in the form of a State of New Hampshire Contract. If the State, determines to make an award, the State will issue an intent to negotiate notice to a Bidder based on these evaluations. Should the State be unable to reach agreement with the selected Bidder during Contract discussions, the State may then undertake Contract discussions with the second highest scoring Page 18 of 26 Contractor Initials_______ Date_______ Bidder and so on, or the State may reject all proposals, cancel this RFP, or solicit new Proposals under a new acquisition process. PART VI TERMS AND CONDITIONS RELATED TO THE RFP PROCESS A. RFP Addendum The State reserves the right to amend this RFP at its discretion, prior to the Proposal submission deadline. In the event of an addendum to this RFP, the State, at its sole discretion, may extend the Proposal submission deadline, as it deems appropriate. B. Non-Collusion The Bidders signature on a Proposal submitted in response to this RFP guarantees that the prices, terms and conditions, and Work quoted have been established without collusion with other Contractors and without effort to preclude the State from obtaining the best possible competitive Proposal. C. Property of the State All material received in response to this RFP shall become the property of the State and will not be returned to the Bidder. Upon Contract award, the State reserves the right to use any information presented in any Proposal. D. Confidentiality of a Proposal Unless necessary for the approval of a contract, the substance of a proposal must remain confidential until the Effective Date of any Contract resulting from this RFP. A Bidders disclosure or distribution of Proposals other than to the Bureau of Purchase and Property will be grounds for disqualification. E. Public Disclosure Generally, the full contents of any proposal (including all materials submitted in connection with it, such as attachments, exhibits, addenda, and vendor presentations) become public information upon completion of final contract or purchase order negotiations with the selected vendor. Certain information concerning proposals, including but not limited to scoring, is generally available to the public even before this time, in accordance with the provisions of NH RSA 21-G:37. Confidential, commercial or financial information may be exempt from public disclosure under RSA 91-A:5, IV. Any and all information contained in or connected to a bid or proposal that a Bidder considers confidential shall be clearly designated in the following manner: If the Bidder considers any portion of a submission confidential, they shall provide a separate copy of the full and complete document, fully redacting those portions by blacking them out and shall note on the applicable page or pages of the document that the redacted portion or portions are confidential. Use of any other term or method, such as stating that a document or portion thereof is proprietary, not for public use, or for clients use only, is not acceptable. In addition to providing an additional fully redacted copy of the bid submission to the person listed as the point of contact on Page one (1) of this document, the identified information considered to be confidential must be accompanied by a separate letter stating the rationale for each item designated as confidential. In other words, the letter must specifically state why and under what legal authority each redaction has been made. Submissions which do not conform to these instructions by failing to include a redacted copy (if required), by failing to include a letter specifying the rationale for each redaction, by failing to designate redactions in the manner required by these instructions, or by including redactions which are contrary to these instructions or operative law may be rejected by the State as not conforming to the requirements of the bid or proposal. Marking or designating an entire proposal, attachment or section as confidential shall neither be accepted nor