Facility Management Services RFP

Facility Management Services RFP Overview: Success Academy Charter School is seeking proposals from qualified vendors to provide comprehensive Facility Management (FM) services for our facilities located at 8201 Park Ave S. The selected vendor will be responsible for ensuring the efficient, effective, and sustainable operation of our facilities while maintaining high standards of cleanliness, safety, and operational excellence. Proposal Requirements: Proposals should include: A detailed description of services offered Examples of past experience with similar educational institutions Pricing structure, including any ongoing service fees Proposed timeline for implementation and support Qualifications of key personnel Submission Details: Please submit proposals by Friday, May 9th at 11:59pm to ahudle@successacademymn.org . Direct any questions to Ahmed Hudle at ahudle@successacademymn.org . We look forward to reviewing your proposal and partnering to enhance the educational experience for our students. Scope of Services: The FM services required under this contract will include, but are not limited to: SOFT SERVICES Site Maintenance & Repair : Vendor will inspect and coordinate services that are necessary to maintain and repair any site work that is necessary. Periodic inspection of site conditions (Landscaping, lighting, perimeters, retention ponds, parking lot, interior and exterior of the building, roof, etc.) Coordinate and work closely with waste water treatment vendors on inspection and operations of the system. Building Repair, Maintenance and Management Mechanical (HVAC): Create and manage the preventive maintenance schedule. Periodic inspections of all equipment that services the building. Programming and constant monitoring of control systems to ensure thermal comfort. Maintain service logs and inspections reports along with coordination with all third-party service providers for the hard services described above. Plumbing: Periodic inspection and minor repairs of: bathrooms, urinals, and sinks. Coordination with all third-party service providers for the hard services described above. Fire, Life Safety: Periodic inspection or fire extinguishers, fire detection, alarm system, smoke detector and monitoring system. Maintain service logs and inspections logs from independent and government inspectors. Coordination with all third-party service providers for the hard services described above. Electrical: Periodic inspections of: power outlets, light bulb replacement, ballast repair and replacements, battery, and power panels. Coordination with all third-party service providers for the hard services described above. Building Management System: Periodic inspection of: access control, surveillance system and burglary system. Coordination with all third-party service providers for the hard services described above. Roof: Periodic inspection of roof for leaks and potential areas of compromise. Coordination with all third-party service providers. Infrastructure: Periodic inspections of all load points and exterior for potential areas of compromise. o Coordinate and maintain a schedule of on-going governmental inspections and record of all inspections, maintenance and compliance Emergency Contact for (Monitoring services will be contracted with third party service providers): Fire and Sprinkler Alarm Monitoring, Elevator Phones or Common Phones in the Building Contract Administration Risk and Safety Management Field Support Parts and Supply Procurement Waste water treatment system Service Contracts General Facility Management Services: Provide annual facility repair and maintenance budget Manage facility repair and maintenance budget Coordinate and Prepare the 5-year Capital Assessment Plan (required per financing covenant) (This is typically a $5,000.00 stand-alone service) Periodic meeting with ABC and Charter School for updates HARD SERVICES The Hard Services that will be coordinated and managed by JB through third party service provider. These third-party service provider’s invoice will be paid by the Charter School outside of the facility management fees: Mechanical HVAC Systems - To ensure mechanical systems operate in in accordance with the Manufacturer’s manual and in coordination with Service Provider: Routine checks of Blowers, Blower Motors, and adjustment of Belt Tension Check and lubricate all Bearings Cleaning of filter on per recommended schedule Warranty Management System Coordinate with Installer and Manufacturer for maintenance of equipment under warranty Maintain record of all the Equipment, keep record of the Vendors details, track dates of Warranty validity Record routine service visits by Service Provider and track against recommended schedule Keep the Inventory status of all spare parts required for the maintenance of the facility Conduct periodic systems & equipment health audits with Service Provider Electrical System - Coordinate with Service Provider to ensure smooth operation of the High and Low Voltage systems. Ensure availability of requisite power at all utility points Check for tightness of connections and overheating Regular cleaning of panels All sockets should be tested for proper operation All power cables should be checked for continuity Check all motors across facility for improper Noise, Temp and Vibration Ensure that the Checklists are adhered to per schedule Maintain proper inventory of all bulbs, tube lights, spares, etc.… Ensure all the bulbs and tube lights are replaced as and when required All alarms to be checked and logged Conduct electrical mechanical equipment audit as specified by equipment manufacturer Fire Suppression System - Operation and daily maintenance of related equipment in accordance with the Manufacturer’s manual and statutory requirements in coordination with Service Provider Any breakdown/malfunctioning of the Equipment will be attended as per procedures of the original manufacturers and suppliers of associated equipment All Reports and Checklists to be adhered Plumbing System Drainage and water supply (Domestic and Sanitary) Piping, fixtures and equipment (Main and Secondary Distribution) Water purification and filtration systems Security System Building control system Alarm, CCTV and Burglary Access System