Addendum2 RFP00716.doc
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- Solicitation number
- 73-73-RFP-00716
- Issued by
- Jackson County, Denver CDP, North Carolina
About this file
This is Addendum #2 to RFP00716 for Western Carolina University's Facility Condition Assessment Services and Capital Planning procurement. The RFP seeks a vendor to provide Facility Condition Assessment (FCA) services and Capital Planning Management Software (CPMS), with responses due January 6, 2024, at 2:00 PM ET. The initial contract term includes two optional one-year renewals. The vendor must provide qualified personnel with 10 years of experience, though licensed architects and engineers are not required for all field staff. The CPMS must be capable of analyzing and projecting funding for periods up to 100 years and include RSMeans cost estimating functionality, with no alternate estimating systems permitted.
The University currently uses TMA CMMS system but does not have an existing Capital Planning Management System. Electronic as-built drawings are available for campus facilities. The vendor must provide monthly project review meetings, which can be conducted virtually. The pricing submission should break down costs for deliverables and services, including separate pricing for the two potential renewal years. No specific budget has been established for this project. The system must include linear system tracking capabilities for lifecycle analysis of substructure systems and components, including useful life calculations, renewal action costs, and modeled renewal calculations.
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Other files
| File | Type | Posted |
|---|---|---|
| 73-RFP-00716.docx | DOCX document | |
| Site visit.docx | DOCX document | |
| Addendum3 RFP00716.doc | DOC document | |
| Addendum RFP00716.doc | DOC document |
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WESTERN CAROLINA UNIVERSITY
IMPORTANT BID ADDENDUM
Date: 12/10/2024 FAILURE TO RETURN THIS BID ADDENDUM IN ACCORDANCE WITH INSTRUCTIONS MAY SUBJECT YOUR BID TO REJECTION ON THE AFFECTED ITEM(S).
Bid Number: RFP00716 Commodity: Facility Condition Assessment Services and Capital Planning Addendum Number: 2 Opening Date/Time: 01/06/2024; 2:00 pm ET Agent: John Hamm
INSTRUCTIONS:
1. The following concerns the above referenced bid:
Western Carolina University
FCA & CPMS Questions
Facility Optimization Solutions, LLC (FOS)
| Reference |
| Vendor Question |
| Section 2.7, 4.1, 7.0 |
| Pages 8, 14, and 23, the RFP refers to a pricing document, labeled as Attachment A; however, there was no link provided as was the case with the other attachments. Can you clarify the pricing requirements, or send us the pricing attachment? |
We are look for each company to set up a price break out of each step in this bid. Also wanting information on the services that will be offered from that company. For example, what software will you be using for this project.
| RFP Cover Page |
| Can you clarify if the requested eVP number is the same as the customer number listed on the eVP registration site? |
Yes
| Section 4.0: Page 11 |
| On page 11 the RFP references “outstanding asset code violations.” Can you clarify the requirements of the code review? Typically, in an FCA, only observable deficiencies are identified. Measurements, code research, and calculations are not typically provided as this is usually included in a design project once projects and desired adaptions have been identified. Are you looking for observable safety issues and best practices or a detailed code review? |
We are not looking for a detailed code review, just observables related to maintenance requirements.
| Section 4.0: Page 13 – CPMS Requirements |
| Page 13, under CPMS requirements states: “Include a cost estimating system embedded within the overall software which uses costs based on RSMeans.” May vendors submit an alternate equivalent cost estimating system within their software for consideration? |
No, WCU currently utilizes RSMeans and want to continue, standardization is best.
| Reference |
| Vendor Question |
| Section 1.1 Contract Term, Page 5 |
| “At the end of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to two (2) additional one-year terms.” Would Western Carolina University like to have a fee broken out separately for the potential two additional years for the Software use? Yes |
| Reference |
| Vendor Question |
| Section 1.1 Contract Term, Page 5 |
| “At the end of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to two (2) additional one-year terms.” Would Western Carolina University like to have a fee broken out separately for the potential two additional years for the Software use? Yes |
| Reference |
| Vendor Question |
| Section 4.0 Requirements/Team Requirements, Page 12 |
| Is it required that all staff in the field performing the FCA are licensed Architects and Engineers? No, but must be qualified personnel under their respective trade, which is 10yrs experience. Resumes of the key team members must be provided when asked. |
| Reference |
| Vendor Question |
| Section 4.0 Requirements/Vendors CPMS must meet the following requirements, Page 13 |
| It is stated that the Vendors CPMS “Be capable of analyzing and projecting funding for time periods up to 100 years”. Is this accurate? Yes, based on renewal action and yearly monetary adjustments. |
| Reference |
| Vendor Question |
| Section 4.0 Requirements/Vendors CPMS must meet the following requirements, Page 13 |
| Can you please expand on the definition of this requirement? Requirements are outlined under 4.0: Vendors CPMS must meet the following requirements |
| Reference |
| Vendor Question |
| Section 6.2 Post Award Project Review Meetings, Page 21 |
| Do these monthly meetings need to be made in person? |
No
| Reference |
| Vendor Question |
| Section 2.1 Request For Proposal Document, Page 5 |
| Do the Campus facilities have electronic as-built drawings? Yes |
| Reference |
| Vendor Question |
| Section 4.0 Requirements – CPMS Training, Page 13 |
| What Capital Planning and Management System do you currently use? Currently do not have one. |
| Reference |
| Vendor Question |
| RFP Section 4.1 PRICING, page 14 of RFP |
| 1. We cannot locate Attachment A: Pricing Form in the RFP documents. Can you send this form or let us know where it can be obtained? |
Breakdown of pricing related to deliverables and services for the contract.
| Reference |
| Vendor Question |
| RFP Section 5.1 General, Capital Planning and Management Software (CPMS), Page 17 |
| 2. Does the University currently have a CMMS in place? If so, what system is being used? |
We utilize TMA CMMS system.
| RFP Section 4.1 Pricing, Page 14 |
| 3. Does the University have a budget in mind for the project? If so, please share that threshold. |
No budget in mind, reason for the RFP.
| RFP Section 4.0 Requirements, Page 11 |
| 4. Could you elaborate on what linear systems you want to track? |
A system for calculating life cycle through degradation or wear and tear modeled from a linear equation. We are looking for useful life remaining, renewal action costs, and modeled renewal calculations. Life cycle analysis should be conducted for all substructure systems and components.
2. Check ONLY one of the following categories and return one properly executed copy of this addendum prior to bid opening time and date.
Bid has already been mailed. Changes resulting from this addendum are as follows:
Bid has already been mailed. NO CHANGES resulted from this addendum.
Bid has NOT been mailed and ANY CHANGES resulting from this addendum are included in our bid.
Execute Addendum:
BIDDER: __________________________________________________________
ADDRESS (CITY & STATE): _________________________________________
AUTHORIZED SIGNATURE: ________________________DATE: ___________
NAME and TITLE: _____________________________________________
BID NO.___________________________ WESTERN CAROLINA UNIVERSITY
PURCHASING DEPARTMENT
301 H.F. ROBINSON BUILDING
CULLOWHEE, NC 28723
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