2026-MNT-004 RFQ for Facility Condition Assessment Addendum 1.pdf

RFQ for Facility Condition Assessment

Addendum 1

Question 1: Proposal Submission Method and Deadline

Question: How should proposals be submitted, and what is the submission deadline?

Response:

Proposals must be submitted electronically by email to william_nelson@pender.k12.nc.us. The email subject line must reference the Facility Condition Assessment RFQ.

The submission deadline is 12:00 PM Eastern Time on October 26, 2026. Proposals must be received by this deadline.

Question 2: Project Schedule and Completion Timeline

Question: Is there an established project start date and overall completion deadline?

Response:

As outlined in Section 3.3.1, work must begin no later than 30 days following contract award.

The RFQ does not establish a specific overall project completion date.

Firms shall include a proposed project schedule identifying anticipated start and completion dates, field assessment activities, asset tagging, FMX inventory coordination, draft and final report submissions, and delivery of the required capital planning documents and other deliverables.

The selected firm will be expected to maintain continuous and diligent progress throughout the project in accordance with the RFQ requirements.

Question 3: Qualifications and Use of Subconsultants

Question: Can a firm meet the qualification requirements through a subconsultant, and what information should be provided regarding the proposed project team?

Response:

As outlined in Section 5.1, firms must be qualified to provide architectural and/or engineering services in North Carolina consistent with the scope of work.

Firms shall identify their proposed project team, relevant qualifications, applicable professional credentials, responsibilities, and any proposed subconsultants. Section 8.13 requires prior written permission for subcontracting.

The RFQ does not expressly clarify whether a firm may satisfy the qualification requirement solely through a subconsultant. Firms should clearly explain their proposed team structure and demonstrate how the team will meet the stated qualification requirements.

Question 4: FMX Inventory System and Asset Tagging Requirements

Question: How should asset tagging and inventory updates be coordinated with the district’s existing FMX system?

Response:

Pender County Schools has fully implemented FMX as its work order and facility inventory management system. The district’s equipment inventory has already been uploaded into FMX.

The selected firm shall coordinate all asset tagging and facility assessment activities with the district’s existing FMX inventory. QR-code asset tags must correspond to the appropriate FMX asset records to maintain consistency and continuity of district records.

The firm shall verify asset identification and location information in the field and coordinate with PCS to address discrepancies, missing information, duplicate records, or assets not currently represented in the inventory. Any newly identified assets requiring entry into FMX must be coordinated with the district.

A separate, standalone inventory system shall not be established in place of FMX. Assessment findings, equipment information, condition ratings, estimated remaining useful life, replacement costs, and other required data shall be organized and delivered in a format compatible with FMX and the deliverables specified in the RFQ.

Before fieldwork begins, the selected firm shall coordinate with PCS to confirm system access, existing inventory data, asset identification conventions, QR-code requirements, and procedures for updating or supplementing existing records. Any proposed software, licensing, integration, or equipment costs necessary to complete the required work shall be clearly identified in the proposal.

Question 5: Campus Access, Fieldwork Hours, and Coordination

Question: What are the permitted fieldwork hours, and how should firms plan site visits?

Response:

The assessment will cover the six campuses identified in Exhibit A of the RFQ. As outlined in Section 3.3.2, normal fieldwork hours are Monday through Friday, 8:00 AM to 4:30 PM. Work outside these hours requires written agreement. PCS will provide guidance and access to the areas necessary to complete the study during normal business hours.

Firms should propose an efficient fieldwork schedule that accounts for campus coordination, school operations, staffing, access requirements, and anticipated restrictions. The selected firm must comply with the RFQ requirements for identification, conduct, background checks, and personnel management.

Question 6: Project Budget and Pricing Requirements

Question: Has PCS established a project budget or not-to-exceed amount?

Response:

The RFQ does not establish a specific project budget or not-to-exceed amount.

As required by Section 6.1.8, firms must provide comprehensive pricing for the required scope of work, including applicable hourly rates and the costs necessary to complete all mandatory deliverables.

Optional services, separately priced alternatives, and anticipated additional costs shall be clearly identified and distinguished from the required base scope. All required services must be included in the proposed pricing.

Section 7.3 reserves PCS’s right to accept a complete proposal, the main body of a proposal, or optional services, as permitted by the RFQ.

Question 7: Section 4.1 – Athletic Facilities, Courts, Tracks, and Fields

Question: Are athletic facilities, courts, tracks, and fields included in the assessment?

Response:

The assessment shall include athletic-related building structures, such as field houses, press boxes, and similar permanent structures. The assessment shall evaluate the condition of these structures and their associated building systems and components.

Athletic fields, courts, tracks, and other athletic playing surfaces are excluded from the assessment scope.

Question 8: Section 4.1 – Playground Equipment

Question: Please confirm whether playground equipment is excluded from the scope of work.

Response:

Playground equipment is excluded from the scope of work. The selected firm is not expected to assess playground equipment as part of this facility condition assessment.

Question 9: Section 4.1 – Modular Units

Question: Please confirm whether modular units are located on the campuses and included in the assessment.

Response:

Modular units are excluded from the scope of this project. The selected firm is not expected to assess modular buildings as part of this facility condition assessment.

Question 10: Section 4.6 – Confirmation of FMX Implementation

Question: Can PCS confirm that FMX has been fully implemented as the district inventory system?

Response:

Yes. Pender County Schools has fully implemented FMX as its work order and facility inventory management system, and the district’s equipment inventory has already been uploaded into the system.

As specified in Section 4.6, the selected firm shall coordinate asset tagging and required inventory updates with the existing FMX system. All QR-code asset tags must correspond to the appropriate FMX asset records. The firm shall coordinate with PCS regarding system access, asset identification conventions, and the process for updating existing records or adding newly identified assets.

12. FMX Interactive Mapping and Floor Plans

Q: Does PCS want the equipment inventory marked on floor plans for FMX interactive mapping?

A: Yes. PCS would like equipment locations coordinated with the facility floor plans to support FMX interactive mapping, where applicable. The selected firm should coordinate with PCS to determine the availability and format of existing floor plans, confirm the desired level of asset-location detail, and identify how equipment locations and QR-code asset tags will be associated with the existing FMX inventory.

13. Condition Assessment Standard

Q: Is ASTM E2018-24 the desired condition assessment standard?

A: The RFQ does not specifically identify ASTM E2018-24 as the required assessment standard. Proposing firms should identify the standards and methodologies they intend to use and explain how their approach will satisfy the RFQ's requirements for a comprehensive facility condition assessment, Facility Condition Index (FCI) calculations, deficiency documentation, and deferred maintenance planning. Any assumptions regarding the applicable standards should be identified in the proposal.

14. North Carolina Professional Licensing Requirements

Q: ASTM standards allow firms to provide Building Condition Assessments (BCA), Property Condition Assessments (PCA), and Facility Condition Assessments (FCA) without state licensure. If a firm has qualified personnel with extensive FCA experience, including 17,000 completed assessments, would North Carolina licensing requirements be waived?

A: No. Pender County Schools cannot waive applicable North Carolina professional licensing requirements. Proposing firms must demonstrate that the firm and its personnel are appropriately qualified and that all services requiring professional licensure will be performed under the applicable North Carolina laws and regulations. Extensive assessment experience is relevant to qualifications but does not replace any required licensure.

15. ADA Accessibility Assessment

Q: Is the ASTM ADA checklist (Table X2.1, Uniform Abbreviated Screening Checklist for the 2010 Americans with Disabilities Act) the desired scope of service?

A: The RFQ does not prescribe a specific ADA checklist or assessment methodology. The assessment must address observable accessibility deficiencies within the RFQ's scope, including applicable ADA and accessibility requirements. Proposing firms should identify the checklist, standards, and methodology they recommend using and clearly describe the extent of their accessibility review and reporting.

16. Site Utilities and Improved Site Assets

Q: Assuming the assessment is a visual inspection, what is the extent of the site utility assessment, and does it include improved site assets such as fences and parking lots?

A: The assessment is intended to identify visible and discernible conditions through non-destructive means. Site-related items expressly identified in the RFQ, including site utilities, fencing, and stormwater management components, should be evaluated to the extent they are accessible and observable. The assessment should document apparent deficiencies, condition concerns, and recommended maintenance or corrective actions.

The assessment does not presume subsurface investigation, excavation, destructive testing, or specialized testing of concealed systems. Athletic fields, courts, tracks, and other playing surfaces are excluded from the scope. Athletic-related building structures, such as field houses and press boxes, remain included as previously clarified.

17. Stormwater Management and Best Management Practices (BMPs)

Q: What standards are desired for the evaluation of stormwater management systems and devices (BMPs), and what deliverables are expected?

A: The RFQ identifies stormwater management and devices as assessment items but does not prescribe a specific technical standard or testing protocol. The selected firm should conduct a visual, non-destructive assessment of accessible stormwater management components and BMPs, document observable deficiencies and apparent maintenance needs, and provide recommendations for corrective action and anticipated costs where reasonably determinable.

The firm should identify its proposed evaluation methodology, applicable standards, limitations, and any specialized testing or engineering services that would require separate authorization.

Equipment and Preventive Maintenance Scope of Work

18. Equipment Condition Assessment and Testing

Q: For the deferred maintenance review of equipment, is the expectation a visual observation only, without equipment shutdown, amp-probe measurements, pressure testing, or similar procedures?

A: The RFQ establishes a non-destructive assessment based on visible and discernible conditions. Unless otherwise approved in writing by PCS, the assessment should not require equipment shutdown, invasive procedures, or specialized diagnostic testing. Proposing firms should identify any additional testing they recommend, explain its purpose, and separately identify associated costs and operational requirements.

19. Work Order List for Recommended Repairs

Q: Is the consultant expected to produce a work order list for each recommended equipment repair?

A: The RFQ requires documentation of deficiencies and deliverables that support facility maintenance planning and asset management. PCS uses FMX as its existing work order and facility inventory management system. The consultant should provide a deficiency database with sufficient information to identify the affected asset or location, describe the deficiency, establish priority, and document recommended corrective action and estimated cost, where applicable. The consultant must coordinate with PCS regarding how these findings will be organized for use in FMX. Creation of individual work orders should be coordinated with PCS and should not be assumed to authorize repairs.

20. Budget for Interim Equipment Repairs

Q: Does PCS want a budget for interim equipment repairs?

A: The RFQ does not establish a separate budget for interim equipment repairs. It does require deficiency prioritization, deferred maintenance planning, and recommendations for future capital investment. Firms should document recommended corrective actions, priorities, and estimated costs where reasonably determinable, distinguishing immediate or near-term maintenance needs from longer-term capital replacement recommendations. Any separate interim repair budgeting service should be identified in the proposal.

21. Equipment Failure Reports and Existing Maintenance Records

Q: Will equipment failure reports be available to the successful consultant?

A: PCS will coordinate access to relevant existing records that are available and appropriate to the assessment. This may include available equipment inventory information, maintenance history, work orders, and equipment failure records maintained in FMX or other district records.

The availability and completeness of historical records cannot be guaranteed. The selected firm should identify the records it needs and coordinate with PCS before beginning fieldwork.

22. Equipment Taxonomy and Building Naming Conventions

Q: Does PCS have an established equipment taxonomy and building naming convention?

A: PCS has implemented FMX for facility inventory and work order management, and equipment has already been uploaded into the existing inventory. The selected firm must coordinate asset identification, naming, location descriptions, and QR-code tagging with the existing FMX records and conventions. Any inconsistencies or gaps identified during the assessment should be documented and coordinated with PCS for resolution. Firms should not assume that a separate naming or inventory system may replace the district's existing FMX records.

23. FMX System Coordination

Q: Will an FMX representative be available for potential consultants to discuss the current system capabilities?

A: PCS will serve as the primary point of coordination regarding the existing FMX system and will determine whether additional coordination with the FMX provider is necessary. Direct access to an FMX representative is not guaranteed. Proposing firms should describe their experience with facility inventory and work order management systems, identify any FMX-specific requirements or integrations needed to complete the work, and disclose any associated costs.

Additional Administrative Clarification

Section 2.1 of the RFQ lists the proposal deadline year as 2025. This is a typographical error.

The correct proposal submission deadline is October 26, 2026, at 12:00 PM Eastern Time, consistent with the RFQ cover page and Section 6.1.10.

Thank you for your interest in working with Pender County Schools. These responses are intended to clarify the requirements and scope of the Facility Condition Assessment RFQ. All other requirements and conditions of the original RFQ remain in effect.