About this opportunity
AI summaryThe City of Portsmouth Purchasing Office seeks proposals from onshore USA organizations to deliver comprehensive maintenance management services for the Portsmouth City Jail. The contractor must advise on simple and complex maintenance issues, multi-year capital budgeting, life cycle costing, building renovations, systems upgrades, and asset management for infrastructure condition and future equipment replacements. Bidders must submit proposals electronically via eVA by December 15, 2026, at 2:00 p.m. EST, and include a completed W-9 form. Written questions are due by 3:00 p.m. on November 24, 2026. The initial contract spans two years from the date of award, with options for three one-year renewals. The buyer will evaluate proposals using a 95-point scale encompassing vendor qualifications, expertise, and experience (25 points), RFP requirement fulfillment (20 points), cost (20 points), facility manager qualifications (20 points), and references (10 points).
Buyer and opportunity details
- Client
- City of Portsmouth Purchasing Office
- Solicitation No.
- 342-27-YE
Scope of work
- Provide on-site Facility Manager and minimum of 4 maintenance technicians
- Operate preventive and corrective maintenance program for major systems
- Central plant operations including HVAC equipment, boilers, chillers, and air handlers
- Operate and update the City's facility maintenance software system
- Maintenance of plumbing, pneumatic, electrical, and UPS systems
- Domestic hot water, ventilation, emergency generator, and backflow inspections
- Maintenance of roof, building exterior, and security fences and gates
- Asset management, life cycle costing, and Capital Improvement Plan assistance
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Qualifications, Expertise and Experience | 25 points |
| Meet Requirements as specified in the RFP | 20 points |
| Cost | 20 points |
| Qualifications of Facility Manager | 20 points |
| References | 10 points |
| Small / Service-Disabled Veteran-Owned Business Subcontracting Plan | 10 points |
Minimum qualifications
- Offeror must have actively and normally been engaged under the same business name
- Ability to commit to a contract start date of March 31, 2027
- Central office capability to supervise and monitor the contract
- Competence, business organization, and financial capability
- Registered, bonded contractor licensed to do business in the State of Virginia
- All required qualifications, training, licenses, and permits required within City of Portsmouth
- Ability to provide a performance bond in the amount of the annual contract amount
Documents to include with your response
- Completed W-9 form
- Signed RFP response form
- Proposal Pricing Schedule and itemization of annual cost breakdown
- Copy of current certified financial report of the company
- Facility Manager résumé and supporting documentation
- Client references
- Receipt of Acknowledgements (addenda)
- State Corporation Commission Form
- Conflict of Interest form
- Form A (M/WBE Business Subcontracting Plan) or Form B (Statement of Intent to Work Without Subcontracting)
How to submit
- Method
- Electronic via eVA
- Instructions
- Submitted electronically online via eVA virginia.gov using the bidder's account; paper bids will not be accepted.
Contract details
- Term
- From Date of Award Through two (2) years with three (3) one-year renewable periods
- Place of performance
- Portsmouth City Jail, Portsmouth, Virginia
- Insurance and bonding
- Contractor must maintain Comprehensive General Liability endorsed to include Broad Form and Commercial General Liability form including Products/Completed Operations, Automobile Insurance covering owned vehicles, naming City of Portsmouth as Additional Insured. Performance bond required in the amount of the annual contract amount.