Taipei Economic and Cultural Office in Los Angeles

1. General Information

2. Purpose

The Taipei Economic and Cultural Office in Los Angeles (TECO-LA) seeks proposals from qualified, experienced, and licensed firms to provide comprehensive facilities management services for its occupied office building. The selected firm will be responsible for building operations, vendor management, maintenance, repair, safety compliance, and emergency preparedness, ensuring that the facility remains safe, efficient, and well-maintained.

3. Minimum Qualifications

3.1 Experience: The company must have at least 20 years of facilities or property management experience in Southern California or have a full understanding of TECO-LA’s facilities and experience working with the Republic of China (Taiwan).

3.2 Professional Certification: Property Managers with CPM (Certified Property Manager) or FMA (Facilities Management Administrator) or TECO-LA construction-related designations are preferred.

3.3 Insurance:

• General liability: minimum $2 million per occurrence.
• Umbrella liability: minimum $10 million coverage.
• Workers’ compensation: minimum $1 million.
• All subcontractors must carry equivalent insurance, naming TECO-LA as an additional insured.

3.4 Vendor Network: Proven relationships with local vendors including but not limited to janitorial, security, landscaping, HVAC, access control systems, elevator, fire/life safety monitoring (audio and video), plumbing, roofing, pest control, waste disposal, electrical, window cleaning, and other building services.

3.5 Regulatory Knowledge: Expertise in compliance with city, county, state, and federal building codes, including ADA and earthquake reinforcement requirements.

3.6 Security & Confidentiality:

• No employees, shareholders, investors, or subcontractors may be affiliated with the People’s Republic of China (PRC).
• No PRC citizens may be employed under this contract.

3.7 Availability: Must provide a 24-hour answering service for emergency response.

4. Scope of Work

The scope includes, but is not limited to:

4.1 Annual Budgeting: Prepare annual operating budget for building expenses.

4.2  Monthly Financial Reporting: Provide monthly (M-M) and Year to Date (YTD) financial reports, including narrative and variance reports, accounts payable, check registers, original invoices (electronic format), etc. Maintain vendor contracts and compliance records.

4.3  Building Operations Coordination: Engage third party vendors building maintenance services and oversee third party vendor’s activities including but not limited to:

4.3.1 Janitorial: Daily cleaning (Mon–Fri) of office, common areas, building exterior/interior and basement; quarterly power washing exterior arcade. Maintain cleanliness, hygiene, and professional appearance of the building environment.

4.3.2 Handyman:

• Provide minimum 32 hours/week on-site engineering support for routine repairs and maintenance oversight.
• Ensures timely response to minor repairs and provides technical support for building systems.
• In the absence of the on-site property manager, the handyman shall coordinate directly and take directions from TECO-LA’s designated office representative for work that falls within the scope of this contract, and perform tasks reasonably related to the scope of services and contractual obligations under this RFP. Failure to comply with such direction shall be considered non-performance under the contract.

4.3.3 Security:

• One unarmed guard on duty Monday to Sunday from 7 am to 7 pm; one unarmed guard on duty Monday to Sunday from 7 pm to 7 am. One extra guard from Monday to Thursday, 8:30 am to 4:30 pm.
• Provides continuous monitoring and visible security presence to deter incidents and ensure tenant/owner safety.

4.3.4 Elevators/Man lifts: Preventive maintenance on monthly/quarterly schedule as required. Ensures reliable elevator operation and compliance with safety codes.

4.3.5 HVAC: Routine inspections, including but not limited to, verifying proper function of all fans, systems, controls and operations; replace filters regularly.
4.3.6 Plumbing: Annual backflow testing; water heater flushing and cleaning.

4.3.7 Roofing: Seasonal inspections and maintenance.

4.3.8 Landscaping: Weekly maintenance of garden and indoor plants (including easement trench area). Preservation of healthy plants to create a welcoming environment for visitors and tenants.

4.3.9 Window Washing: Regular exterior cleaning.

4.3.10 Fire/Life Safety:

• Annual fire extinguisher inspection and replacement.
• Annual fire alarm, communication, and ERRCS (Emergency Responder Radio Communication) system inspection.
• Annual inspection of door system.

4.3.11 Door, Fences & Gate Maintenance

• Seasonal inspection for roll up gate, sliding gate, arm gate and repairs as needed

4.4 Preventive Maintenance Programs:

• Develop preventive maintenance schedules for all building systems.
• Coordinate with qualified vendors for both routine and emergency repairs.

4.5 Safety, Security & Emergency Preparedness:

• Develop and implement an emergency response plan, evacuation procedures, and communication protocols with TECO-LA staff.
• Conduct emergency drills and training in coordination with TECO-LA.

4.6 Capital Projects & Renovations:

• Manage renovation and improvement projects.
• Provide project oversight, attend construction meetings, and coordinate contractors/subcontractors.

4.7 Key Control System: Maintain key control systems (including hard keys and electronic card keys), with the system managed and kept by TECO-LA.

4.8 Staff & Reporting:

• Assigned Property Manager
• On-site minimum 24 hours/week (first two months).
• Weekly visits at least twice/week thereafter.
• Must respond to TECO-LA inquiries and emergencies within 24 hours.
• Follow the subcontractor’s schedule and provide supervision of their work and ensure all inspections are properly completed.
• Coordinate with City inspectors and third-party inspections.
• Schedule and inspect weekly handyman work.
• Monthly meetings with TECO-LA designated staff to review

performance, issues, and recommendations.
4.9   O&M Programs & Building Documentation: Collect O&M programs, warranty documents, and "as-built" plans from the general contractor.

4.10 Standard Operating Procedures (SOPs): Work with consultants to  develop SOPs for building systems and operations.

4.11 Communication Protocols: Develop communication protocols for emergencies, alarms, and other urgent notifications, in collaboration with TECO-LA staff.

4.12 Vendor Coordination and Contracting: Coordinate and contract with vendors for routine building services and repairs, ensuring TECO-LA’s approval is obtained before any contracts are signed.

4.13 Neighbor Relations: Coordinate with neighboring properties regarding any concerns related to the building and communicate recommendations to TECO-LA staff.

4.14 Governmental Agency Coordination: Work with governmental agencies on any code violations, providing recommendations to TECO-LA for appropriate action.

5. Proposal Requirements

Proposals must include:

• Cover Letter signed by an authorized officer.
• Company Profile including organizational structure and ownership.
• Qualifications: Evidence of meeting the minimum requirements.
• Key Personnel: Resumes of assigned staff, including certifications and experience.
• Subcontractors (if any): Names, roles, qualifications, and insurance compliance.
• Approach/Methodology: Proposed management approach, communication protocols, and emergency response plan.
• Service Plan & Schedule: Staffing plan, preventive maintenance schedules, vendor coordination strategy.
• References: At least three (3) comparable projects in Southern California or provide documentation demonstrating comprehensive knowledge of TECOLA’s facilities.
• Cost Proposal: Itemized by staffing, routine services, preventive maintenance, emergency response, and management fees.
• Draft Agreement

6. Evaluation Criteria

Proposals will be evaluated based on:

• Technical qualifications and relevant experience (30%)
• Safety, confidentiality, and security compliance (20%)
• Cost competitiveness (25%)
• Emergency response capability and staffing plan (15%)
• Local vendor network and project approach (10%)

7. Submission Instructions

• Format: One (1) original, three (3) hard copies, and one (1) electronic copy (PDF on USB).
• Delivery Address:
  Taipei Economic and Cultural Office in Los Angeles
  4401 Wilshire Blvd., Los Angeles, CA 90010
• Deadline: March 2, 2026. Late submissions will not be accepted.
• Questions: Submit in writing to the contact below before February 26, 2026. Responses will be shared with all potential proposers.

8. Legal & Contractual Terms

• TECO-LA reserves the right to reject any or all proposals, to waive informalities, and to accept the proposal deemed most advantageous.
• All costs incurred in proposal preparation are the responsibility of the proposer.
• Proposals and related materials become the property of TECO-LA and are subject to disclosure under applicable laws.
• Insurance certificates naming TECO-LA as additional insured must be submitted prior to contract execution.
• Contract terms and renewal options will be negotiated upon award.

9. Indemnity and Hold Harmless Agreement

Indemnification by Property Management Company. Property management company shall indemnify, defend and hold harmless TECO and its appointed officers, employees, and agents from and against any and all liability, liens, damages claims, causes of action, expenses and fees (including attorney’s fee and costs and expert witness fee) for body injury, property damage, and death (hereinafter collectively referred to as “Liabilities), arising out of relating to the negligence, acts, errors or omissions.

10. Authorized Contact Information
Authorized Contact: Catalina CHUO
Email: hlchuo@mofa.gov.tw
Phone: (213) 389-1215

• TECO2026management0302
• Bid Form