Addendum -3 LRFP.pdf

REQUEST FOR QUOTES (RFQ)

Best Value Analysis (BVA)

Informal Request for Quote (RFQ)

PERS # S-45900-00016237

Headquarters Building Long Range Facilities Plan

Addendum # 3

Addendum Issue Date: April 8, 2026

Issuing Office: Public Employees Retirement System (PERS)

RFQ Contact Information (Authorized Representative): Ryan Ellis, Procurement & Contracts Specialist Address: 11410 SW 68th Parkway Tigard, OR 97223 Phone: (503) 603-7505 E-mail: ryan.ellis@pers.oregon.gov

Offer Due Date and Time: Tuesday, April 14, 2026, 4:00PM PST.

Questions Received

The following questions have been received. PERS has reviewed and has provided the following answers:

Q1: What does “Informal” Request for Quote mean?

A1: An informal RFQ is a streamlined procurement process used for projects below a certain dollar threshold. It allows us to solicit quotes from a smaller pool of vendors without going through a more formal, lengthy solicitation process, while still ensuring fair competition and best value for the agency.

Q2: Has a capital budget been authorized for the work coming out of this study?

A2: At this stage, no capital budget has been formally authorized. The purpose of this LRFP effort is to help us build a comprehensive, long-term view of facility needs and associated costs.

That information will then be used to develop and support future budget requests and funding strategies, which may include legislative authorization depending on scope and scale.

Q3: On Attachment B: Pricing for Services, is line "a" Total Cost a combined fee for the prime and all consultants? Also, just below there, is the hourly rate a blended rate of all team members?

A3: Line “a” Total Cost is intended to reflect the full, combined fee for the prime consultant and all subconsultants. For the hourly rate, a breakout by role (e.g., PM, engineer, analyst, etc.).

Q4: In The Statement of Work (page 13) it describes the project schedule as kicking off in early May and being complete by mid-June, which is 6 weeks. Immediately following that is a week by week breakdown, which totals 12 weeks. Please clarify the desired schedule.

A4: We acknowledge the discrepancy between the 6-week narrative schedule and the 12-week task breakdown. The 12-week schedule is the more realistic expectation for the completion of the work. The earlier 6-week reference was an initial target and is not the intended duration.

There will be flexibility to refine the schedule upon contract award, particularly for more detailed analysis components.

Q5: Regarding structural assessment, is the scope a high-level assessment based on review of existing drawings and a walk through, or is something more thorough like an ASCE-41 Tier 1 report and evaluation required? More? Less?

A5: The intent of this phase is a planning-level assessment, primarily based on available documentation and site walkthroughs. An ASCE 41 Tier 1 evaluation is being considered as an appropriate starting point, with the study identifying whether additional analysis (Tier 2, Tier 3, or other engineering efforts) is warranted.

Q6: Are there original structural plans available for review?

A6: Structural and mechanical building plans, along with internal floor plan maps, will be made available to all respondents. Additional documents and plans will be provided to the selected consultant upon project initiation.

Q7: Regarding House Bill 3049 compliance, has PERS had the building's EUI calculated by registering with Energy Star and State of Oregon Dept of Energy?

A7: Yes, PERS has registered with the Oregon Department of Energy (ODOE) and Energy Star Portfolio Manager (ESPM) and is actively tracking facility energy usage. Our current Energy Star score is 77, with a baseline of 66, which will support the energy and greenhouse gas analysis within this study.

Q8: Upon award of the contract, will there be an opportunity to address the timeline. To look at ’Sustainable Energy Opportunities’ will take a minimum of 90 days if it includes solar, wind, and geothermal?

A8: We recognize that evaluating sustainable energy opportunities can require additional time.

For this phase, we would like to prioritize solar strategies as the primary focus area for renewable energy evaluation. The project schedule may be refined upon contract award, and respondents may propose phased approaches as appropriate.

Q9: Does PERS or DAS have specific engineering criteria to meet the life safety objectives of

EO 25-22?

A9: PERS does not currently have agency-specific engineering criteria established for EO 25-

22. We anticipate alignment with applicable statewide guidance, including Oregon Building Codes, DAS guidance, and industry standards such as ASCE 41. This effort is intended to establish a baseline understanding and roadmap toward compliance with EO 25-22 objectives, rather than full engineering compliance at this stage.