Specifications

New York State Office of General Services
Solicitation Number 1767 Integrated Facility Management
Page 32 of 54
1. Each proposal will be solicited in a form and manner so that proposal solicitation will be
uniform in all proposals.
2. All proposal solicitations will, when possible, include a Minority/Women Business
Enterprise (MWBE) participation clause and such inclusion should be documented for
future reference. A listing of certified MWBE‘s will be available from OGS to the winning
proposer.
3. If the Contractor desires to accept other than the lowest bid, or where competitive
proposals are not possible, justification must be provided to the State for required prior
approval.
4. OGS shall be free to accept or reject any contract submitted for State‘s approval.
5. All proposals shall be controlled and not opened until the time and date specified in the
solicitation. The Company will maintain documentation of the solicitation, if any, and of
contract awards.
5.5.5 Drawings and Diagrams
OGS will provide the most up to date set of paper facility drawings/diagrams available for each facility.
Contractor shall update these drawings/diagrams upon completion of all project work and upon discovery
of discrepancies during the course of normal building operations. These marked up documents shall be
provided to OGS. OGS will make the appropriate changes and return an updated set of documents.
Contractor shall not be obligated to keep system furniture drawings current. All system furniture changes
shall be made through OGS.
5.5.6 Meetings
The Contractor will be responsible for the completion of a variety of administrative requirements, the cost
of which shall be included in Item 1 (Administrative). The Contractor shall chair all meetings as
appropriate.
a. Initial Contract Meeting: The Contractor shall be available for an initial job meeting with OGS to
review but not be limited to the following: OGS facility use rules, the contract communication
chain of command, a review of the Contractor‘s transition team implementation plan, review of
emergency contact directory
b. The Contractor‘s Property Manager will chair monthly ―Tenant Committee‖ meetings at the
facility with a representative of each facility tenant. The agenda shall include but not be limited
to: Review status and quality of work for Capital, Rehabilitation and Improvement, and
Repair/Maintenance projects,
i. Review operational and maintenance issues that may affect the facility occupants (i.e.:
power shutdowns, elevator maintenance requiring closing down one or more cars, HVAC
issues, carpet shampooing, etc.),
ii. Review of status of pending Tenant Service Requests.
iii. Housekeeping issues (custodial service complaints, recently completed and/or planned
project work, etc.),
iv. Tenant Health and Safety Issues,
v. New Business.
c. The Contractor‘s Property Manager will chair the Tenant Safety Organization (TSO), meetings
at the facility with representatives from each floor or area of the building. The agenda shall
include but not be limited to: