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Serving the Students of Northwest Florida since 1967

  • RFP's

    PAEC Florida Buy has released the following RFP’s due by 4:30pm CST Monday, March 6, 2017

    • RFP 17-03 Facilities Management Services

    Questions & Answers:
    Is the intent of this RFP for an onsite maintenance person or a on call service?


    The RFP allows the following: “Although facilities management services are the focus of this RFP, respondents are invited to propose other ideas or programs to efficiently manage and operate the facilities outlined that they may include with their response to the scope of work defined in this document. Any and all ideas or programs proposed that deviate from those requested in this document must be explained in detail, and separated clearly in the bid submittal”.

    Has this been bid out before? If so, can we have a copy of the winning bid?

    The RFP was previously solicited and awarded in February 2012. To see the winning response Click Here

    Can you please provide me with the supply list for this RFP?

    The Core Item Price Schedule is under form C (C-2A) in Excel and contained in the RFP documents.  Please go to the website below to view the RFP.  If you do not have a login, use the register link in the upper right corner or left side of the page. When you register you will be emailed your username and password to login.

    Also, is there any previous bid award history that can be provided for this also?

    PAEC Florida Buy currently has contracts and awarded bids to Quill, Staples, and Independent Stationers.

    After reviewing the proposals, will the PAEC endorse only one contractor to provide services for participating entities or will multiple companies be selected?


    As stated in the RFP, the evaluation process is designed to award the contract to the Bidder whose proposal best meets the requirements of this RFP.  The final selection, if any, will be based upon the evaluation committee’s recommendation after analysis of the technical, management, and cost elements of the proposal. PAEC’s decision shall be final.  While not specifically stated, should there be more than one respondent that meets the requirements and offers relevant, cost efficient solutions to potentials users, PAEC may decide to award a contract to more than one respondent.

    Is this a new initiative, or is there a current agreement in place with a current vendor?  If so, who is the current vendor?

    The contract was previously awarded to Marsden Services in 2012.  A copy of the proposal from the 2012 award has been previously posted under questions and answers at http://www.floridabuy.org

    May we have a copy of the current vendors original proposal submission including pricing structure?
    Please explain how the PAEC will promote the awarded vendor services to participating entities.


    PAEC maintains a website with a service description, contact information, and links to each partner websites along with promotional materials submitted to PAEC for inclusion on the site.  PAEC attends and promotes its contracts at multiple conferences across Florida including FASBO, FASA, Florida Charter School Conference, FAPPO, and onsite visits to many, many school districts.

    Question 1: Can the expectation related to the facility assessment referenced on the top of page 10 of the RFP be expanded on? 
    For example: 
    a. Is the referenced facility assessment for the purpose of the contractor to understand the condition of the facilities?
    b. Is the referenced facility assessment for the purpose of creating a life cycle analysis and long-range capital replacement plans/budgets?


    1. Yes.  The expectations outlined in the RFP can be expanded upon.   We are seeking proposals and decided to issue an RFP to allow flexibility in their proposals and seeking suggestions or ideas on how the work should be completed - essentially, to provide consulting services in addition to the actual work outlined in the contract. Our intent is to prompt vendors to create customized proposals and encourage them to suggest different approaches to the same project; the more solutions a vendor can suggest, the more they will stand out from their competitors.

    Question 2: Can the expectation related to Mechanical Maintenance and Energy Management referenced on page 10 of the RFP be expanded on?
    For example:
    a. Is the contractor expected to provide an on-site based manager? (Site based team dedicated to a single district or client)
    b. Is the contractor expected to provide an on-site team of technicians? (Site based team dedicated to a single district or client)
    c. Is the contractor expected to work from their corporate office and dispatch technicians to the site or will the district(s) provide an onsite office to work from? 
    a. If the district(s) expect to provide space to the contractor will this space include: office, shop and storage space?
    d. If the contractor expected to provide labor or manage labor working for the school districts?
    e. Is the contractor expected to provide supplies for maintaining the mechanical equipment?
    f. If the contractor is expected to provide supplies to maintain mechanical equipment, is the contractor financially responsible for minor versus as well (or simple Preventive Maintenance Supplies).
    g. Does the Energy Management expectations extend beyond oversight of the district’s Building Automation System and maintaining equipment in a fashion where the highest energy efficiency can be achieved? If so, please describe in detail.
    h. Is the contractor expected to provide full service maintenance services including minor repairs to walls, doors, maintenance painting, etc..? 
    i. Is the contractor expected to provide services related to: Elevators, Generators, Fuel Tanks, Bleachers, and other specialty services often contracted to specialty service providers? 
    Is there a preferred format the price for maintenance services should be presented?


    2. Same as number one.  Our purpose of the RFP is to offer the awarded contract to a variety of eligible institutions, all of which will have differing needs.  Your response should take this into account with its flexibility


    • RFP 17-05 E-Rate Consulting Services
    • RFP 17-06 Pest Management Program Services
    • RFP 17-08 Office and Custodial Supplies
    Please go to the website below to view RFP's.  If you have an account login. If not use the register link in the upper right corner or left side of the page. When you register you will be emailed your username and password to login.

    http://www.floridabidsystem.com/Member/default.asp

    Once logged in click on Agency Bids at the top of the page and click on Search for Open Bids. Then locate PAEC Cooperative State Purchasing in the list.
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