ADD 2 - ASSET AND INVENTORY TRACKING SERVICES.pdf

Debra L. McCurdy, PhD President

ADDENDUM NO. 2

ASSET AND INVENTORY TRACKING SERVICES

SOLICITATION NO: BPM031578

PROJECT NUMBER: BCCC-FY23-CW-001

September 29, 2022

This Addendum will clarify, add to, delete from, correct and/or change the bid documents for the project referenced above to the extent indicated. This Addendum is hereby made a part of the bid documents on which the contract will be based. By submitting a bid for this solicitation, you acknowledge receipt of this addendum. All questions must be in writing and addressed to the Procurement Officer, Anna Lansaw, at alansaw@bccc.edu

The following sections/ provisions have been amended:

• Key Information Sheet:

A. Bid Due Date: October 3, 2022 at 2:00 PM Local Time

October 7, 2022 at 2:00 PM Local Time

• IFB Section 2.3 Responsibilities and Tasks of the Contractor

2.3.12 The hours of work to be performed shall be Monday through Friday from

8:00 AM to 5:00 PM. No weekend work shall be permitted at this time.

• The following Attachments have been added:

o Attachment H - Campus Location Maps (separate attachment on eMMA) o Attachment E - BCCC Barcode Samples (attached to this addendum)

• Enclosed is the Pre-Bid Meeting Summary.

• Attached is the Site Visit Attendees.

• Enclosed is the Q & A No. 1 that responds to all questions received to date.

Issued By: __

Anna Lansaw, Director of Procurement Baltimore City Community College 2901 Liberty Heights Ave Baltimore, Maryland 21215 P:410-209-2378 mailto:alansaw@bccc.edu

HOT WATER HEATERS REPLACEMENT

BALTIMORE CITY COMMUNITY COLLEGE

BALTIMORE, MARYLAND

ASSET & INVENTORY TRACKING SERVICES SOLICITATION NO: BPM031578

Acknowledgement to Addendum No. 2 – Asset and Inventory Tracking Services

Vendor Name and Signature Date

LIBRARY

38,376 SF

LSB

38,376 SF

PHYSICAL EDUCATION

1965-1993

35,705 SF

SOUTH

38,850 SF

WEST

69,450 SF

NORTH

(Offline)

38,850 SF

MAINT.

2,164 SF

NURSING

36,668 SF

MAIN BUILDING

1965-2018

246,732 SF

FINE ARTS

STUDENT

SERVICES

Attachment H - Campus Location Maps

BCCC Off Site / Leased Space

Reisterstown Plaza Center Area: 14,620 SF Address: 6764A Reisterstown Road.

WBJC Radio Station Area: 6,620 SF Address: 6776 Reisterstown Road.

Harbor Workforce Area: 34,447 SF Address: 710 Lombard Street

UMB - Bio Park Area: 36,367 SF Address: 801 W. Baltimore Street

April 2022 Facilities Inventory Report Baltimore City Community College

MAIN CAMPUS

Campus Code Code Code Fall 2021 Institution Bldg # Building Name Function Owner Status Total GSF Bldg NASF

Campus Totals Fall 2021 BCCC 11 = Total # of Buildings 748,382 426,855

Fall 2021 BCCC 1 HARBOR-BARD 168,691 84,379 Fall 2021 BCCC 2 LIBERTY-NURSING 36,668 21,854 Fall 2021 BCCC 3 LIBERTY-LIBRARY 38,376 23,338 Fall 2021 BCCC 4 LIBERTY-PHYSICAL EDUCATION 35,705 27,146 Fall 2021 BCCC 5 LIBERTY-MAIN BUILDING 246,732 147,539 Fall 2021 BCCC 6 LIBERTY-LIFE SCIENCES 81,200 50,587 Fall 2021 BCCC 7 LIBERTY-FACILITIES BUILDING 5,640 3,913 Fall 2021 BCCC 8 LIBERTY WEST - SOUTH PAVILION 38,850 21,957 Fall 2021 BCCC 9 LIBERTY WEST - WEST PAVILION 69,450 25,366 Fall 2021 BCCC 10 LIBERTY WEST - MAINTENANCE GARAGE 2,164 2,040 Fall 2021 BCCC 11 LIBERTY WEST - NORTH PAVILION 24,906 18,736

Notes:

1. Renovation costs are based on current capital budget estimates or sum of deferred maintenance projects.

2. Replacement costs are based on cost per square foot calculation of $750/SF for new buildings, $250/SF for modular buildings, and $400/S

OFF-SITE CAMPUSES/LEASED SPACE.

Campus Code Code Code

Fall 2021 Institution Bldg # Building Name Function Owner Status Total GSF Bldg NASF Campus Totals

Fall 2021 BCCC 4 = Total # of Buildings 92,054 63,880

Fall 2021 BCCC 1 NW-REISTERSTOWN ROAD PLAZA CENTER 14,620 13,059 Fall 2021 BCCC 2 HARBOR-710 E. LOMBARD 34,447 21,488 Fall 2021 BCCC 3 NW-REISTERSTOWN: WBJC RADIO STATION 6,620 5,101 Fall 2021 BCCC 4 UMB-BIO PARK 36,367 24,232

Source: Facilities Inventory System Maryland Higher Education Commission, December 1996 W:\CAPITAL\2yr\cc's\Capital-CC's Only\Facilities Inventory 2-yr\FY2008 April 2007\Annual Package\FY08 April 2007 Facilities Inventory Template 4-1-07

Building Square Footage or

STATE OF MARYLAND-BCCC

98802

STATE OF MARYLAND-BCCC

98803

STATE OF MARYLAND-BCCC

98804

STATE OF MARYLAND-BCCC

Attachment E - BCCC Barcode Samples

BALTIMORE CITY COMMUNITY COLLEGE

PRE-BID SUMMARY

BCCC-FY23-CW-001

EMMA# BPM031578

ASSET AND INVENTORY TRACKING SERVICES

Date: September 22, 2022 Time: 2:00 PM

ATTENDEES: Anna Lansaw Russell Watkins Michael Moss Abdon Chica Robert Leibrandt Ripal Shah Matthew Newsome VP Steven Hardy Jasmin Mann Antonio Hines

The Procurement Officer, Ms. Anna Lansaw, opened the meeting with identifying the solicitation number for eMaryland Marketplace Advantage: BPM031578, and the project number is BCCC-

FY23-CW-001.

All attendees introduced themselves starting with the College personnel.

Ms. Lansaw continue with the meeting outlining the following:

• Bids are currently due on October 3, 2022 by 2:00 PM. All bids needs to be uploaded and submitted through eMMA. Bids directly submitted the Procurement Officer will be deemed non-responsive.

• The purpose of this pre-bid is to clarify any questions or concerns bidders may have regarding the specifications or scope of work prior to submission of their bid on eMMA. Site visit is schedule was conducted on September 20, 2022 at 10:00; however, another site visit will be scheduled for September 26, 2022 at 3:30.

• Any changes to specifications or to the scope of work will be published as an Amendment and supersede the original published document as per BCCC’s Procurement Policies and Procedures. The pre-bid minutes will be published as an Amendment and become part of this solicitation on eMMA. Nothing stated at the pre-bid conference may change the invitation for bids unless a change is made by the College Procurement Officer by written amendment.

• Specifications and other Bid Documents can be examined without charge at the eMaryland Marketplace Advantage (eMMA) website at https://emma.maryland.gov. If you need assistance with the eMMA website, you may email the eMMA help desk at helpdesk@maryland.gov.

mailto:helpdesk@maryland.gov

Note: Please be aware that each time a change is made to the solicitation, the eMMA system creates a new round therefore there will be a new link to the solicitation.

• Brief SOW Description:

BCCC is interested in reestablishing its controls over its fixed assets. The College intends to verify the status of all fixed assets, location, and complete a comprehensive inventory check, scan existing assets tags, or retag if missing from asset, and record the results in a database. As such, this inventory will be conducted at the Liberty Campus location and off campus locations.

The awarded contractor is expected to provide adequate staffing within the timeframe designated and have a bar coding system that is compatible to the current Asset management software, Ingium to scan and tag the inventory and do a complete reconciliation of the College’s assets.

• The contract type of this solicitation is a firm fixed price lump sum. The contract duration is 90 calendar days from Notice to Proceed.

• If recommend for award, the awarded vendor must provide a performance bond to cover 100% of your bid within 10 business days upon notification of recommendation of award along with the other required contract documentation.

• If recommend for award, the awarded vendor must provide a performance bond to cover 100% of your bid within 10 business days upon notification of recommendation of award along with the other required contract documentation.

• In order to receive a contract award, a vendor must be registered on eMMA. To register, go to the eMMA website at https://emma.maryland.gov.

• By submitting a response to this solicitation, a vendor shall be deemed to represent that it is not in arrears in the payment of any obligation due and owing the State of Maryland. This includes the payment of taxes and employee benefits, and that it shall not at the time of bid or during the term of the contract become in arrears if selected for contract award. It will be the bidder's responsibility to timely clear any outstanding issues upon notification. In addition, please note that the company name you submit your bid under in eMMA, must match exactly as your company is register in the State of Maryland with the Office of the Comptroller and Department of Assessments and Taxation.

• If you are an out of State Business please make sure you are registered with the Comptrollers Office. If you are an out of State business, you must have a State of Maryland business license and a resident business office in the State of Maryland.

• By submitting a response to this solicitation, the Bidder agrees to accept payments by electronic funds transfer. If you have never done business with the State before, a W-9 will be needed to be set up in our financial management system.

• Please print out all forms and attachments and carefully review the entire solicitation. After bids are opened, you will no longer be able to access this solicitation forms and attachments. Retain all sections for future reference.

• Bidders must acknowledge all Amendments.

• Bidders will have the opportunity to submit additional questions in writing only. These questions are to be submitted to me no later than 2:00 pm on September 28, 2022. You must send to the attention of: alansaw@bccc.edu. All questions and responses will be published as an amendment to the solicitation on eMMA.

• Contractor shall provide references as references will be contacted. Only work that can be substantiated may be used for a responsibility determination. The Procurement Officer is not responsible for incorrect or outdated phone numbers or references that fail to respond within three (3) working days.

• All requirements mentioned must be met in the time limit provided by the Procurement

Officer. Unreasonable failure to supply information promptly in connection with a determination of responsibility is grounds for the rejection of the bid.

• Reminder: Only information communicated by the College in writing shall be the official position of the Baltimore City Community College. The College assumes no responsibility for information communicated by any other source.

• All questions should be submitted in a timely manner. In the case of questions not received in a timely manner, the Procurement Officer will, based on the availability of their time to research and communicate an answer, decide whether they can answer an untimely submitted question before the bid due date. This also includes any Discrepancies, Explanations and Clarifications.

• Technical Requirements: Mr. Russell Watkins went through the technical requirements in more detailed and outlining the scope of services. Specifically stressed on the items to be tagged and using a bar code scanner that is compatible with Asset Management software of the College.

• All questions are to be submitted to the September 28, 2022 by 4:00 pm in order to provide adequate time to respond to questions. These will be posted in a form of an addendum in eMMA.

BCCC Assets & Inventory Tracking Services eMMA Solicitation No. BPM031578 Q & A No. 1 Page | 1

ITEM

IFB PG # /

ATTACHMENT

SECTION

VENDOR QUESTION

BCCC RESPONSE

1.

Pg. 10

2.3.1 B

Can you please clarify the valuation threshold for assets to be included in the inventory? Item 2.3.1 B indicates items below $100 & sensitive items are to be excluded, so is $100 the threshold?

$100 is the minimum threshold for all furniture items. $50 is the minimum threshold for all equipment. All sensitive items regardless of dollar value must be tagged.

2.

Pg. 9

2.2.4

Can you please provide a listing of all buildings with address and square footage of each that are to be included in the inventory? (If not we need the aggregate square footage of building space to be included in the inventory.)

Refer to Addendum No. 2 - See attached files: “BCCC Facilities Inventory 9-27-2022”(Attachment G) with the included buildings highlighted. Attachment H includes “BCCC Liberty Campus Buildings Map 9-27-2022,” and “BCCC Offsite Buildings Map 9-27-2022” for addresses and building square footages.

3.

N/A

General Question

Can you please provide an estimated percentage of how many asset you believe already have a barcoded asset tag?

Approximately 90%.

4.

Can a sample barcode image be provided?

Refer to Attachment E - “BCCC Barcode Samples.”

5.

Do you want “group counts” by location of low-cost, high-volume items (such as desks, chairs, bookshelves, filing cabinets, etc.) that are below the $100 threshold?

“Group counts” are not required.

6.

Can you confirm if Historical Cost Research for real property (Land, Land/Building Improvement, Building) are to be exclude in the data gathering and deliverable reports?

a. However if they are to be included, please provide details such as list of buildings, parcels of land, etc. and describe how detailed is the information available about the cost and acquisition of your real property.

Property costs are not included in this exercise, only taggable assets.

When was the last physical inventory performed and who performed the inventory?

Approximately 2011, and it was completed internally. This report is not available.

Q & A No. 1 Page | 2

ITEM

Can on-site work be performed after hours to include Saturdays?

Refer to Addendum No. 2. The work will be supervised, and therefore should be completed during office hours of Monday – Friday, 8AM –

5PM.

Will vehicles be physically counted/inspected/tagged or will we be working from a list? …or will the vendor be tagging titles?

Vehicles will be counted and inspected. We will provide a list to the awarded vendor.

10.

Can you provide listing of existing vehicles or an approximation of how many will be included in the inventory?

There are 21 vehicles. We will provide a list to the awarded vendor.

11. N/A General Question Is there historical pricing for this project. No.

12.

Pg. 8

2.2.2

During the site visit, there was a suggestion that the actual number of assets may be considerably different that the number in the IFB.

Are any revisions available?

No, the purpose of doing this inventory is to reconcile what is physically on campus in comparison to what is listed in the database. The numbers provided are an estimate only and not to be construed as actual numbers.

The actual physical count may be more or less than indicated, hence the reason for the site visit.

13.

Similarly, mention was made of assets to be added, retagged, corrected, or valued. Is there an estimate of the quantity or per centage of these additional services?

No, there is not an estimated quantity of what assets need to be added, retagged, or corrected. Assume 10% in the base bid. Again as stated, the provided numbers are only estimates and not be construed as actual numbers.

14.

Pg. 9

2.2.3

Are fine art assets included in scope?

Yes, Section 2.2.3 item no. P. includes Fine Art.

15.

Please confirm that if historic cost is not available on some existing and all newly added assets and that the college will add after the completion of the inventory project.

Confirmed.

16.

Pg. 10

2.3.5

Is there a definition of which assets are obsolete or how obsolescence is to be determined?

The vendor shall make a list of tagged items that seem to not be functional for our review, and the College will make the final determination if we will be removing the items from inventory. However, the vendor shall add ALL items found into inventory.

Q & A No. 1 Page | 3

ITEM

17.

If the number of assets is exceeded, what effect will it have on the deadline?

We will issue an extension with non-compensatory time after review of the agreed upon schedule if this issue arises.

Pg. 13

3.4.1

While we have coverage in place for the insurance our limits may be different. Will the college consider deviations from stated limits?

No. You must provide the minimum specified in the IFB.

Pg. 15

3.6

Please provide a definition of what is considered a Problem as described in section 3.6.

A problem is defined as an issue regarding performance of the contract that cannot be resolved to the satisfaction of the College within an appropriate timeframe. The vendor is expected to provide and maintain a PEP plan for these situations should they arise and specified in section 3.6.

Pg. 24

4.31.2 D.

We understand that the contract period is expected to be 90 days. Is the performance bond required beyond this term?

The performance bond is in effect until final completion of the project.

Is manufacturer and model number data required for furniture assets? If unavailable, is a generic description acceptable?

Yes, if required information is unavailable, generic descriptions are acceptable.

The IFB states that the number of assets may significantly vary from the estimated quantity. How will vender be compensated for variances?

As stated the College can only provided an estimate that is not to be construed as a guarantee amount; hence is vital that prospective bidder attends the site visit. However, the contractor should expect a 10% variation and anything beyond that will be reviewed and discussed.

Q & A No. 1 Page | 4

ITEM

RFP PG # /

23.

During the site visit, it was mentioned that we would be accompanied by college staff. Can the college provide support for multiple teams working concurrently in different buildings?

Yes, we can provide support for 2-3 teams.

24.

Pg. 30

6.1

Our pricing/payment model is not based on daily rates. Is this acceptable?

Competitive Sealed Bidding is the procurement method. Per section 6.1, the bid will be evaluated based on the total bid price. The vendor shall submit a firm fixed price, not a daily rate.

25.

The site visit showed several incorrect label placements. Are we expected to correct these and if so to what extent?

No. just document the incorrect label placement.

26.

Pg. 13

3.4.1

Whom is responsible financially for any damage that may occur due to handling of equipment or furniture during the inspection process. Is that covered in the proposal under 3.4 Insurance Requirements, subsection 3.4.1.A – Commercial General Liability?

The Contractor is responsible.

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