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Administration
The Administrative Service Unit of Property Services
Management, headed by Steven Woodle, Executive Administrator, is responsible for the following:
Contracts
and Procurement
The Contracts and Procurement section of Property Services
Management implements and manages a comprehensive regional / statewide contract service
procurement program for all state-owned and leased facilities assigned to
the Facility Revolving Fund
Contracting for services must comply with procurement techniques
that involve the competitive bid process (i.e. ITBs
and RFPs). Emphasis is given
to developing effective contract
specifications for procurement of goods and services that are not provided by the
lessor in leased facilities.
This group monitors and assists other Property Services
Management personnel in establishing service contracts that provide a quality level
of service from vendors in all areas of building operations, such as custodial, security,
pest control, and maintenance services.
Invitation
to Bid (ITBs)
The Department of General Services,
Purchasing Division
handles the procedures for the Invitation to Bid process.
Written Invitation's to Bid shall contain:
(a) terms and conditions clearly stating the
requirements for the bid response and language to bind the parties in the event of award;
(b) clear and definitive specifications which shall, whenever possible, permit open and
competitive bidding;
(c) Instructions for packaging, shipping, and delivering the commodity purchased,
and, where appropriate, instructions for storage by the vendor; and
(d) any requirements for bid and/or performance bonds.
Request
for Proposals (RFPs)
The purpose of the Request for Proposals (RFP) is to define the
State's minimum requirements, solicit proposals, and gain adequate information by which
the State may evaluate the services offered by Proposers. RFPs must follow the
policies and procedures established by the Department of Finance and Administration, Office of
Contracts Review, which include rules for formats, process elements, selection criteria and
award schedules. RFP's use, in addition to cost, such evaluation elements as
experience, technical capability and organization structure, as criteria for point awards
used to determine winning bidders.
Inventory
Control
One of the key responsibilities of Property Services Management
is the control and protection of the State's interest in various property, equipment, and
supplies. To this end, we maintain several types of inventories. The first is
an annual State Tagged Equipment Inventory, which includes such items as office furniture,
computers and printers, and operating equipment such as radios, cameras, security monitors, lawn mowers,
table saws, etc. The second is a Semi-Annual
Insurance Inventory which includes workers' equipment at each Complex such as hammers,
pipe wrenches, screwdrivers, pliers and other miscellaneous items. The third is an
annual Warehouse inventory at each Complex which includes those maintenance materials,
such as piping, fittings, light bulbs, insulation, etc., that are being maintained by each
complex to address the on-site needs of their buildings.
Facility
Information Management System
The Facility Information Management System (FIMS) supports
Property Services Management's responsibility to operate and maintain state-owned and
leased facilities assigned to the Facility
Revolving Fund (FRF).
FIMS provides work order scheduling and maintains a database of readily
accessible information to support the management of state facility resources. This database provides
useful management information including records of maintenance, minor renovations, tenant-requested
alterations, as well as the needs of special use facilities such as laboratories and computer centers.
FIMS provides the ability to track work orders for the accomplishment of preventive maintenance, facility modifications
and equipment history by building.
Building Safety
Building safety is important and is continually monitored. To be in compliance with the "Occupational Safety and Health Act of 1972", the State of Tennessee strives to furnish to each of its employees a place of employment free from recognized hazards likely to cause death or serious injury.
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