NHRS is seeking bids from qualified Facilities Management (FM) companies to provide full-service management for a 32,527-square-foot office building located at 80 Commercial St., Concord, NH. NHRS owns but does not currently occupy this building. There is a renovation project in progress to be completed prior to March 2026 when NHRS will move from its current offices at 54 Regional Dr., in Concord.
The new office building includes extensive windows, a parking lot, HVAC systems, and multiple infrastructure and utility components. The successful vendor will provide as-needed support during upcoming renovation efforts. Once occupied by NHRS, the vendor will manage all aspects of facility operations, coordinate subcontractors, and maintenance.
Comprehensive Facilities Management Services
Scope of Work
The selected FM provider will be responsible for:
General Facilities Management
• Day-to-day operations and maintenance of the 32,527-square-foot office building
• Oversight of all building management services including janitorial, lighting, plumbing, HVAC, and electrical
• Implementing and managing a work order system that provides real-time visibility to the client, including:
- Tracking of all submitted work orders
- Status updates and response tracking
- Resolution notes and timestamps
• Preventative Maintenance (PM) scheduling and execution, including:
- Coordination with and oversight of outside vendors for PM services
- Calendar-based and usage-based PM schedules
• Maintain ongoing relationships with staff to anticipate and respond to service needs
• Ensure proactive issue identification and timely resolution
• Provide responsive and courteous communication with staff
• Provide work order tracking system to maintain all requests from NHRS, and ability for NHRS to review these as needed
Budget & Financial Oversight
• Develop and present an annual property management budget
• Create Capital Expenditures (CapEx) proposals for building upgrades and major repairs
• Monitor and report on expenditures using monthly statements to ensure financial efficiency in operations
• Track and approve all vendor invoices and subcontractor payments
• Provide competitive subcontractor pricing for all building needs and expenses
Groundskeeping & External Maintenance
• Oversee completion of the current groundskeeping contract and recommend transition to new vendor, if appropriate, when it expires
• Monitor and maintain:
- Landscaping and irrigation systems
- Trees/tree pruning
- Parking lot (paving, striping, signage)
- Snow and ice removal; application of sand
- Exterior building systems: roofing, caulking, painting, masonry
- Windows and glass (washing, repairs, replacements)
Building Systems Management
• Life Safety Systems:
- Fire alarms, extinguishers, and emergency lights
- Monthly inspections and maintenance
• Elevators
• Electrical and lighting systems
• Plumbing systems
• HVAC Systems, including vendor PM, filter changes, and occupant comfort responses; oversee current maintenance contract
• Backup generator, including system health
• Security systems, including access control
• Janitorial and waste services
• Utilities oversight, including service monitoring and optimization
Hourly maintenance services
• Electrical:
- Light bulb and ballast replacements
- General electrical support and diagnostics
• Plumbing:
- First response to clogs, sink/faucet/toilet issues
- Coordination with plumbing vendors when escalation is needed
• HVAC:
- Thermostat adjustments, filter changes (between vendor PMs)
- Hot/cold response issues
• Life safety:
- Testing and replacing emergency/exit lights
- Monthly fire extinguisher inspections
• Generator:
• On-Site Vendor Assistance:
- Be present and available during vendor visits if requested
• General Tasks:
- Moving furniture
- Incidental repairs and miscellaneous support requests
- Perform incidental or ad hoc tasks as necessary
Subcontractor Coordination
• Broker third-party building and landscape service contracts, including janitorial, landscaping, pest control, life safety equipment maintenance and inspection, etc. This process must include getting three (3) competitive bids on any contract/agreement over $7,500 on an annual basis unless expressly exempted by the Executive Director.
• Provide oversight of subcontractors for performance, compliance, and scheduling
Collaboration on renovations prior to occupancy
• Act as a liaison and coordinator with contractors during renovation projects to:
- Ensure facility systems are considered during design and execution
- Support change management during and after renovation
- Review and provide input on project plans from a facilities perspective
- Ensure smooth handover post-construction
• Review and recommend changes to enhance maintenance and longevity of building
• Stay abreast of changes and recommend building service contract changes as appropriate
Standard terms
The successful bidder will be expected to enter into NHRS standard services contract and negotiate in good faith on any changes to standard terms.
Bid Requirements
All bids must include the following:
• Pricing structure, including hourly rates for maintenance tasks
• Availability to begin contract
Submission Instructions
Submit bids electronically to NHRS
Contact Name: Sonja Gonzalez
Email: sgonzalez@nhrs.org
Phone: 603.410.3566
NHRS may interview or ask for further information from bidders. At its sole discretion, NHRS will contract with a vendor.
Questions & Site Visits
Questions must be submitted via email to Sonja Gonzalez at sgonzalez@nhrs.org. A site visit may be scheduled upon request.