Amendment 1.pdf

SAP

State of South Carolina

Request for Proposal

Amendment 1

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400027944 05/14/2025

JENNIFER ABNEY

803-737-3410 jabney@mmo.sc.gov SFAA, Div. of Procurement Services PO Box 101103 Columbia SC 29201-3734

DESCRIPTION: Facilities Mgt Services Campus Wide

USING GOVERNMENTAL UNIT: Winthrop University

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 06/13/2025 11:00AM (EST) (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 04/14/2025 11:00:00 (EST) (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: Submit online only. One (1) Electronic Technical marked "Original", One (1) Redacted Electronic Technical Copy marked "Redacted”, One (1)

Electronic Price marked “Original”, and One (1) Electronic Price Copy marked “Copy” See

Section II. A “DISCLOSURE OF YOUR BID / PROPOSAL and SUBMITTING CONFIDENTIAL

DATA, Section II. B “Electronic Copies- Required Media and Format”. Initial here_____ if a redacted copy is NOT necessary.

CONFERENCE TYPE: Non-Mandatory Pre-Bid

DATE & TIME: 04/4/2025 11:00:00 AM (EST)

➢ Site Visit immediately following pre-bid conference.

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions)

LOCATION:

Winthrop University

Facilities Complex

349 Columbia Ave

Rock Hill, SC 29733

AWARD &

AMENDMENTS

Award will be posted on 08/27/2025. The award, this solicitation, any amendments, and any related notices will be posted at the following web address: http://www.procurement.sc.gov

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the

Solicitation. You agree to hold Your Offer open for a minimum of thirty (30) calendar days after the Opening Date. (See

"Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer)

Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

PAGE TWO

(Return Page Two with Your Offer)

HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause)

Area Code - Number - Extension Facsimile

E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.)

(See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one)

ORDER ADDRESS (Address to which purchase orders will be sent)

(See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date

DISCOUNT FOR

PROMPT PAYMENT

(See "Discount for Prompt

Payment" clause)

10 Calendar Days (%) 20 Calendar Days (%) 30 Calendar Days (%) _____Calendar Days (%)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): Preferences do not apply to Request for Proposals per SC

Consolidated Procurement Code Section 11-35-1524, 11-35-1524(E)(4)&(6)]

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Preferences do not apply to Request for

Proposals per SC Consolidated Procurement Code Section 11-35-1524 (11-35-1524(D)).

____In-State Office Address same as Home Office Address ____In-State Office Address same as Notice Address (check only one)

PAGE TWO (SEP 2009) End of PAGE TWO

AMENDMENTS TO SOLICITATION (JAN 2004)

The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1]

AMENDMENTS TO SOLICIATION (JUN 2017)

The solicitation is amended as provided herein. Information or changes resulting from questions will be shown in a question-and-answer format. All questions received have been reprinted below. The

“State’s response” should be read without reference to the questions. The questions are included solely to provide a cross-reference to the potential offeror that submitted the question. Questions do not form a part of the contract; the “state’s response” does. Any restatement of part or all of an existing provision of the solicitation in an answer does not modify the original provision except as follows:

Underlined text is added to the original provision. Stricken text is deleted. [02-2A097-1]

1. Can you please supply a list of equipment & vehicles?

State’s Response:

See TMA equipment list in spreadsheet. See vehicle list in spreadsheet.

2. What is the current staffing headcount per service? (Custodial, Grounds & Maintenance)

a. How about budgeted headcount per service? (Custodial, Grounds & Maintenance)

b. Actual versus budgeted?

State’s Response:

See org chart attached showing positions and vacancies. Staffing and related rates should be determined by the proposer.

3. What are the expectations of self-performed versus subcontract work?

Aside from specialty work (i.e. fire alarm services, elevator service, etc.) the selected vendor shall self-perform as close to 100% of the scope of work as possible and use outsource as a backup temporary measure or for specialty skills-trades.

Actual non-personnel costs for FY2024 are provided in the attached file FY2024 Expense Data.

4. What is the 2024 / 2025 budget for these services?

http://www.procurement.sc.gov/

See attached Financial Data spreadsheet for FY2024 data (FY2025 is only 10 months of expenses).

5. What was spend in 2024 / 2025 with 3rd party vendors supporting Custodial, Grounds & Facility

Maintenance?

State’s Response:

See attached Financial Data spreadsheet for FY2024 data (FY2025 is only 10 months of expenses).

6. Can you please supply a 2024 / 2025 event calendar?

Facilities

Academic 5-year calendar https://www.winthrop.edu/uploadedFiles/acadschedule/5yrcalendar.pdf

7. Can you confirm the Utility, Steam & Chiller plants operate 24/7?

o Can you share current staffing details?

State’s Response:

The Culp chiller plant runs 24-7 via control. Depending on the time of year/weather it may run in plate frame heat exchanger mode vs chiller mode. System runs on a programmed sequence of operation.

Energy Plant is currently staffed 24-7 over 3 shifts, 365 days a year. They also supervise the Coliseum boiler when it is in operation at the Culp & Coliseum chiller water treatment. See org chart.

8. Please provide a listing of all Facilities-related equipment and vehicles that will be made available for use by the successful vendor, including make, model, age and condition information.

Facilities see question 1

9. Please provide, by service, the historical annual spend for the subcontracts listed on page 17, 5th bullet from the top of the page.

See attached Financial Data spreadsheet for FY2024 data (FY2025 is only 10 months of expenses).

10. Are there any buildings listed in Attachment #2 that are currently offline, or anywhere FM services are limited? [i.e., sensitive R&D areas?]

State’s Response:

Crawford

Farm residence - not in use pending repurpose

11. Are any of the employees in the services included in the Facilities RFP covered by a Collective

Bargaining Agreement?

No

12. Please provide the pricing form (Attachment E) for financial submission.

State’s Response: See ATTACHMENT 3 (Attachment E)

13. Regarding glass cleaning on page 17 of the RFP [letter B. Custodial Services, 7th bullet], can it be assumed that both the window and the glazing is to be cleaned 2x/annually, or is it as written, just the glazing?

Windows, door glass, window & door frames adjacent to the glass portion.

14. What is the expected scope of Cleaning services in the following locations:

a. President’s Residence

b. Courtyard Apartments

c. University Farm Residence

State’s Response:

President’s Residence – 2 times a week (one 1/2 day upstairs and one 1/2-day downstairs).

Window washing 1x a year.

Courtyard Apartments – same as other residence halls

University Farm Residence - none

15. The Campuswalk apartments appear to be excluded from the scope of this RFP. If this Residence is a P3 location, will the University be acquiring the location at any point during the duration of this Facilities contract?

State’s Response:

This is not included in the RFP, CampusWalk is a private apartment complex that Winthrop leases beds in. The property owner maintains and operates the facility

16. What is the weekend cleaning scope, if any, for the campus buildings?

Residence hall based on the weekend cleaning schedule. DiGeorgio campus center (DiGs) & West

Center. Campus events (internal & external) and athletic events

17. What is the expected daily cleaning scope for any en-suite restrooms in the student Residences?

No work inside residence hall internal-suite bathrooms unless via a work order – clean up from leak, mold-mildew cleaning. Plus cleaning for summer turn, vacancy.

18. Regarding the current CMMS, TMA, are all rooms and equipment tagged and input into the system?

Buildings and rooms yes. The equipment list will need to be validated, see attached spreadsheet

19. Is the University currently utilizing TMA for both corrective and preventive maintenance? Please describe in detail the information that is captured on each work order.

Corrective and select PM’s that are still active. Should capture labor hours, material, and contractor work.

20. Please describe the specific expectations regarding the need for Stationary Engineers in the Steam

Plant: For example, the annual operations schedule [does the Plant go offline for the summer?];

number of Engineers needed per shift; number of campus buildings serviced by the Plant, etc…]

State’s Response:

Energy Plant is currently staffed 24-7 over 3 shifts, 365 days a year. They also supervise the Coliseum boiler when it is in operation and the Culp & Coliseum chiller water treatment.

21. Please provide historical/estimated averages on the number of Maintenance hours utilized annually for office relocations and moves. Also, are these primarily performed over the summer break, or throughout the academic year as well?

State’s Response:

The set up shop does event set up (internal-external), picks up surplus items, performs limited moves.

Office and other moves that are either too big or the shop are not able to handle in a timely manner are covered by contract movers

See attached spreadsheet for breakdown of work orders by type.

22. Regarding exterior fountain servicing/maintenance [page 18, letter E. Overall Maintenance, bullet 13], many of the fountains during the pre-bid did not appear operational. Were these simply shut down for the winter, or are they inoperable?

State’s Response:

The only fountain currently operational is the Tillman main fountain. The others are not operational for various repair reasons. Non-operational fountains do not need to be maintained.

23. Please provide a listing of all assets to be cleaned and maintained under this award.

All Winthrop campus buildings unless excluded in the RFP or indicated as vacant elsewhere.

24. What is your current deferred maintenance, and is there a capital plan to address it?

Estimated backlog $400mil per Gordian Sightlines. The university is working on a plan to address it.

25. Please describe in detail the daily scope of work that is included in the expectations for the Post

Office. [i.e., operational 5 days/week or 7days/week; 1 shift/day or 2 shifts per day; number of daily mail pickups/deliveries to campus community, etc…]

State’s Response:

Post Office delivers and picks up mail 5 days a week. Winthrop is willing to look at options to reduce delivery and pick up mail schedules.

26. Please describe in detail the daily scope of work that is included in the expectations for the

Shipping and Receiving dept. [i.e., number/volume of daily deliveries received; staffed 1 shift/day or 2 shifts/day; operational 5 days/week or 7 days/week, etc…]

State’s Response:

See org chat attached. Open-staffed 7am-4pm Mon-Frio. Warehouse staff support Post Office operations as needed

Receive items from delivery trucks, inspect for damages, filling in the log book, sort the packages by dept, load up Winthrop truck with packages, deliver to the department. Receive PO in banner for payment.

Order and receive shop stock items, receive them in TMA, shelf them. When technician comes in process shop stock order-issue out to trade in TMA. Run annual inventory count in June.

Prepare cleaning supply orders for pickup by custodial staff – toilet paper, paper towels, etc.

27. How many Sports field events and set-ups are anticipated yearly?

See internal and external event list attached plus see the Winthrop athletics website for game schedules.

28. What is the total number of trash and recycling receptacles that need daily attention?

Exterior trash & recycling containers

Winthrop has 1 full time and 1 part time contractor staff that empty campus trash-recycling containers and also pick up recycling from buildings and sort it.

See answer to question 123

29. How many planter pots are on campus, and are they irrigated?

For flower beds the main entry sign beds in front of Byrnes have irrigation that works. Some other beds and green spaces may have irrigation, but it has been off-not used for over 5 years.

Depending on rainfall seasonal flower beds are hand watered with hoses etc. during the summer.

Hanging baskets are installed on select light poles in the summer (about 60 baskets), these are hand watered using a UTV with a watering system.

30. How many irrigation zones are there, both on the Academic campus, as well as the athletic campus?

The only active irrigation systems are on the athletic fields and see question 29.

31. What percentage of the campus is overseeded?

Only the Athletic fields are overseeded with Rye grass.

32. Which sports fields are overseeded?

Baseball, baseball practice infield, softball main, softball practice, track, main soccer, soccer practice and

1/2 soccer and 2 intramural fields

33. Please provide the total square footage of annual bed areas.

We do not have this information.

34. What is included in "touch-up painting" for the grounds department?

Winthrop grounds staff does not do touch up painting, they do paint athletic field lines.

35. Please provide details on the University’s expectations for the plants provided for special events, graduation, etc.?

We maintain limited number of coleus, pepperoni, and silver bay that are used for campus events. We also provide flowers for graduation (poinsettia in the winter, XX in the spring). See pictures for graduations.

36. What are the power washing expectations for the grounds department?

Work has been accomplished as needed via contract. The aim is to get on a rotating schedule to improve the appearance of campus but not everywhere gets pressure washed every year scope.

37. Is there a Grounds shop available for Grounds equipment storage and a space for a mechanic to work?

Yes

38. Is there an equipment storage area on or near the recreation and sports fields?

Yes, there is a storage space near the lake-dam and at the Greenhouses.

39. Are the sports fields used or maintained by any other entities other than the university [such as the town of Rock Hill, other local schools, etc.]?

d. If so, what are the expectations for the grounds team to include policing the grounds after an event?

Winthrop does rent out the athletic fields for other uses and those users may provide mowing, line striping, preparing infields, set up goals, plus staffing during events (grounds & custodial) and clean up after events.

40. Please describe in detail the SOW expectations regarding security systems. (Page 17 bullet 5)

Active security system are maintained by off campus vendors (Comporium) not part of the RFP.

Department with active alarm system work with campus Polcie & IT.

41. Winthrop current CMMS system is TMA. What version? Any additional modules beyond base system?

(A-Facility Maintenance Services (p 16)

Version 5.1.49

Modules:

Base

Material Management

Time Management

Project Management

Contract Management

Report Writer

I-Service Desk

Mobile TMA go, 10 licenses

WebTMA work group

42. On the food service-related scope, when will the University announce the award of the recent Dining

RFP? Should dining and facilities be awarded to market competitors, there could be additional nuances to these requests. (E – Overall maintenance & operations service (p 16)

Winthrop anticipates the Food Service award to post in May. Winthrop is assessing both RFPs as two separate scopes.

43. Are athletic fields maintenance and setup included in the RFP scope? (C – Ground Services)

Yes, see questions 30, 32 & 39,

44. Can the University provide a current org chart with job titles (including any vacant positions) and wage rates (or salary bands)? (Transition Approach (p 21)

See attached org charts

45. Given the stated contract start date overlapping the beginning of the academic year, can the University share their desired start date and conversion date? (Transition Approach (p 21)

Winthrop’s desired start date is to begin the transition immediately following contract negotiation regardless of campus activity. The official start date of the contract will be noted on the ITA once issued by State Fiscal Accountability Authority (SFAA).

46. Can the University share their 2024-25 FY budget and proposed 2025-26 FY forecasted budget?

(Financial Proposal (p 21)

See attached Financial Data spreadsheet. The proposer is responsible for estimating the costs of services requested in Section III. Scope or Work/Specifications. Non-personnel costs for FY2024 have been provided in response to Question #4. FY2025-26 budget is still under development.

47. Given the start-up costs involved with migrating a campus of Winthrop’s size, is there flexibility in the initial contract term of (1) year?

State’s Response: 5-year multi-term contract

48. There was mention of a deferred maintenance back-log during the pre-bid and a cursory walk through of campus underscores visible maintenance needs. Is there a report that details deferred maintenance needs or deferred open work orders? (Follow up from information shared during pre-bid)

Estimated backlog $400mil per Gordian Sightlines. The university is working on a plan to address it. State building condition code list is also attached.

49. Can the State provide a comprehensive list of existing facility assets to be considered in the pricing for Preventative Maintenance (model numbers for equipment will allow for both defining types and frequencies of maintenance and required materials for maintenance and age) including

HVAC, generators, kitchen appliances, pumps, etc ?

See attached spreadsheet

50. Regarding student housing turnover (turn/FLIP season), should the contractor include full pricing

(cleaning, painting, repairs and to what level or dollar value of repairs are to be included) for all unit turns?

Cleaning is in the base cost-plus misc. repairs (light bulbs, repair plumbing, hvac unit filter cleaning / service), non-vandalism repairs to floor, walls, ceiling as needed. Replace damaged worn furniture, rearrange furniture to room standard, replace failed appliances. Support of cleaning for orientation.

Include pricing for contract limit on repairs (either $2000, $3000 or $4000 based on submittals)

51. Please provide further clarification for the scope of services included under "pressure washing."

Are there specific areas, frequencies, or standards the contractor should be aware of?

See question 36 - As needed. Recent work has been as needed via contract. The aim is to get on a rotating schedule to improve the appearance of campus; but not everywhere gets pressure washed every year. We need to get on schedule of routine pressure washing.

52. Could the State provide historical data on the number of annual work orders for each key maintenance and repair category (i.e. HVAC, plumbing, electrical, general repairs, elevators, kitchen appliances, etc.)?

53. Given that pricing accounts for 40% of the evaluation criteria, how does the State plan to ensure equitable evaluation of competitive bids without being provided current specific baseline data for work orders under $2,000, $3,000, and $4,000?

Each tier will be evaluated across all vendors; therefore, the analysis is objective.

54. Can the State share the current contract values and service providers for the critical services listed in bullet point 5 on page 17?

See question 9

55. During the site walk, we observed several outside food vendors that occupy the space on campus.

Is the successful contractor expected to support kitchen equipment repairs for these vendors? Is there an incumbent food service vendor currently operating the general kitchen equipment? If so, could you identify the vendor?

Food service provider maintains the food service equipment. This RFP vendor will provide periodic hood cleaning, grease trap pumping. Plus supports the maintenance and repairs of the food areas - plumbing leaks, clogged drains, tripped breakers, lights out, no hot water, vent fan not working, etc.

56. Please clarify the phrase "beyond specified limits" referenced in relation to HVAC systems and generators (page 17, section A).

Repairs above the $2000, $3000 or $4000 threshold depending on the level negotiated.

57. What is the current annual capital project expenditure, and how many capital projects are projected for the current fiscal year?

See attached capital project list of ongoing and planned projects

58. Are there existing janitorial, landscaping, or maintenance personnel currently employed at the university whom the awarded contractor would be expected to retain?

Winthrop would like to ensure all Winthrop Facilities staff who are impacted by the RFP be interviewed for rehire by the selected vendor, see the RFP.

59. Can the State provide details on the current key tracking system in use?

Winthrop does not have an electronic key issue tracking system; they use a card system to document keys receives-signed out

60. Can you please provide costs of all supported service contracts noted on page 17 of RFP?

See question 9

61. Can you please provide the annual cost of salt for softened water for steam boiler makeup at condensation tanks?

Purchases this FY - July 2024 108 50lb bags and March 2025 - 61 40lb bags.

Total amount $3,911 in the last FY without tax.

62. May we please get a list, or the number of annual events?

See attached listing of internal and external events.

63. May we please get the annual number of pieces of mail received?

Estimated 10,400 packages in FY24. The Post Office does not have a tracking system. This does not include count flat mail, envelopes etc.

64. May we please get the annual number of packages/received shipments?

Warehouse received 48,648 packages in FY 2024. Central Receiving has no current tracking system. They use a logbook. The existing scanner system is not operational.

65. May we please get the annual number of preventative work orders issued?

66. May we please get the annual number of corrective work orders issued?

67. May we please get the number of assets in TMA?

See equipment list in spreadsheet, list needs to be validated.

68. May we please get inventory of all Winthrop University vehicles the vendor may utilize?

See attached list of vehicles and equipment.

69. Are parking passes required for staff, if so, what is the cost per pass?

Yes. All third-party vendors and their employees will be required to purchase Faculty Staff parking permits in order to park their vehicles on campus property. Cost is $30/year the cost of the permit may be paid by the vendor or passed on to the employee/individual and paid by them.

See parking website - https://www.winthrop.edu/police/faq.aspx

70. The RFP states it will be awarded the day after the due date and services will begin July 1, 2025, for 1 year with four 1-year renewals, is this correct?

See cover page for projected award date of RFP 5400027944; if any extensions are required it will be posted in the form of an amendment or notice.

71. Is office space provided for the vendor?

Yes, limited in in the Facilities Management building, Operations-Warehouse & Grounds-Custodial area.

72. What is WU currently spending on their services, or can you tell us the budget for these services?

See question 4.

73. What is the Library square footage?

See equipment spreadsheet Dacus Library 90,612 gross sqft.

74. To what extent is painting expected beyond touch up or productivity beyond two (or however many are decided) painters’ ordinary daily output. Are all projects to follow established repair financial threshold and be bid ... this is especially relevant to summer residence hall services and turns.

https://www.winthrop.edu/police/faq.aspx

Touch up, repair from wear and tear, periodic repair-repainting if the space has not been painted in a while (faculty office, bathroom or section of hallway) may be considered maintenance. Large area painting will be project work that may be above the $2000, $3000 or, $4000 based on submittals.

75. Does any of the boiler plant current staff leave the boiler house to carry out any maintenance work?

Yes when the coliseum boiler is operational, they start it up, shut it down at the end of the season plus check it during shifts. They also do chemical treatment of the coliseum and Culp chiller plant. Support

O&M staff with steam pit issues building steam issues in mech rooms (spense valves, condensate pumps, steam leaks, isolation), based on staffing per shift.

76. Please clarify what licenses are held by Boiler Operators. The same is asked for those who operate larger tonnage chillers.

Boiler Plant none. HVAC staff have universal refrigerant license

77. What, if any, master licensed tradespersons are currently employed on campus?

None presently

78. Please confirm we provide all carts, vehicles (University maintains State Fleet), lifts and shop equipment.

Winthrop will provide for the vendor to use the limited number of Winthrop owned vehicles, carts, mowers, tractor etc. for the vendor to use. Vendor will be responsible for the maintenance and operation of this equipment when in use. Winthrop will have to dispose of this equipment at the end of its functional life with state surplus. State leased facilities vehicles will be returned to the state prior to the start of the

RFP.

79. At what APPA level does the University consider current maintenance efforts and conditions?

Winthrop aspires to APPA 2.

80. Is the latest version of webTMA in place?

a. If retained, who will pay system license fee and costs for all users?

b. If replaced by a vendor, are we to assume we will pay all system implementation and system use costs?

c. Is the system fully populated with all MEP assets requiring period service and test?

d. If yes, please provide asset data in excel format as well as current PM Plan.

e. If not, or as mentioned at prebid tour, please confirm we are to include asset ID tagging for maintainable equipment in scope, compose a PM Schedule and upload to CMMS?

f. Please provide a work order summary by type for the last year.

g. Please provide data showing preventive maintenance work order completion rates as well as on corrective work orders.

h. Please provide report on percentage Preventive work order vs total executed.

i. Are work orders currently pushed to maintenance staff mobile equipment?

See answers to question 41

a. If the selected vendor chooses to use TMA they will pay for all operational and upgrade costs at the poi8nt of transition

b. Yes

c. See equipment list on spreadsheet, list needs to be validated

d. See PM list in spreadsheet

e. See spreadsheet

f. See spreadsheet

g. See spreadsheet

h. See spreadsheet

i. Yes, there are select technicians who have tablets to receive their work orders

81. Confirm that the contractor is responsible for maintaining MEP Asset Database and make sure all changes adds, and deletions of physical space and equipment are kept current?

Winthrop would like the selected vendor to both upkeep the building -room location plus equipment list database as current as feasible during the term of the contract.

82. How extensive is the warehouse and Inventory Management?

a. What platform is used to track inventories and disposal?

None

83. Are any current technicians Tridium Certified?

a. Who is current vendor engaged for advanced troubleshooting and or programming including graphics and sequences of control and for campus growth or MEP changes?

MSS is the current service vendor for the Tridium system. They do system upgrades, system PM’s and assist in troubleshooting - having a limited number of technician hours per month

We do have 2 in-house controls technician positions; both are currently vacant. Not only do they work on

HVAC controls (digital, pneumatic) plus help HVAC troubleshooting they also do fire alarm system troubleshooting repair.

84. Please provide information on the extent / volume of deliveries and mail. Will this include Saturdays?

No Saturday mail or warehouse deliveries.

85. Regarding the Post Office. Is this a Federal Post Office requiring a postmaster?

There is an existing agreement between Winthrop and the USPS regarding the post office operation.

Winthrop is working with the USPS to re-envision the post office operation vs the existing agreement and is willing work with the selected vendor from this RFP to implement a revised post office operation.

86. Please confirm we are to hold the costs and manage all providers and services / contractors as listed on

Page 17?

The proposer is to provide the total cost of all services included in Section III. Scope or

Work/Specifications which includes the work contained in any contracted work necessary to perform this scope.

87. Please provide names and contact info for all current providers. For continuity of service, it is imperative we speak with each provider to ascertain details on Life safety Systems, Suppression system as well as elevators and generators etc. These are all code compliance items.

See attached list of vendors

88. Who handles ALL Hazmat and Universal Waste?

EHS – environmental; health & safety – For chemical waste disposal, hazardous waste material disposal, maintain asbestos and lead testing data. O&M shops must still collect and correctly handle used bulbs & ballasts. EHS will periodically inspect, then package and dispose of the bulbs.

89. Regarding Waste management. Please provide details on the numbers of containers, sizes and frequencies of pick up and exchange.

There are about 110 exterior trash recycling containers around campus. See answer to question 28 and

123.

90. Please explain what is meant by (beyond specified limits) for Generator Maintenance and HVAC

Maintenance?

See answer to 56

91. Will Winthrop University release the pre bid vendor sign in sheets?

No.

92. Initial Term & Extensions - One year from effective date, auto annual thereafter until written notice not to renew is issued by client. This differs from RFP section 1. Which is correct?

The effective date of the contract period is noted on page 3 regarding the potential award date if there are no extensions or protests. (See Question 47)

93. Will Winthrop University allow indemnification obligations to only claims caused by the negligence, misconduct, or other fault of vendor, its agents and employees, and which arise out of work performed under this Contract?

The State Fiscal Accountability Authority (SFAA) on behalf of Winthrop University will only adhere to clauses regarding indemnification as noted within the RFP.

94. Will Winthrop University allow slight adjustments to the insurance requirements, which do not reduce the amount of coverage but rather restructure the language to comply with vendors’ insurance policies?

The State Fiscal Accountability Authority (SFAA) on behalf of Winthrop University will only adhere to clauses regarding Insurance as noted within the RFP.

95. Will Winthrop University allow a provision allowing for increases in price by vendor for other factors beyond vendor’s reasonable control, including but not limited to, government increases to minimum, prevailing or living wages, benefits, or healthcare, and increases required by collective bargaining agreements, if applicable?

The State Fiscal Accountability Authority (SFAA) on behalf of Winthrop University will only adhere to clauses regarding Price Adjustment(s) as noted within the RFP.

96. Are there any Collective Bargaining Agreements to consider in this exercise?

No

97. Regarding employee benefits, please provide current coverage and premium details with information on single, single plus spouse, family enrollments etc. for all current maintenance, custodial and grounds Winthrop University staff?

State’s Response: See the attached file for 2025 Monthly Insurance Premiums for Active

Employees information and the 2025 Insurance Summary document.

98. Regarding pensions – any state requirements we need to consider if employees are to be kept whole?

State’s Response: There are no State requirements for current Winthrop employees to be kept whole.

However, the TRANSITION APPROACH of the required Submittal does request the Offeror to address the following:

Discuss methods and strategies for transitioning talent from current university employees. Will the Offeror consider allowing employees near retirement to remain as employees? If so, describe how such a relationship would work, operationally and financially. Winthrop is able to provide retirement and early retirement incentives to select employees. Indicate the Offeror’s interest in participating in the cost of these incentives. List any amount provided for this purpose in

Attachment 1 Pricing Response Form.

Below is information that may be helpful to address this portion of the response.

Voluntary separation plan option

The state of South Carolina allows Winthrop to offer a voluntary separation plan to all affected

FTE employees by providing a portion of or all of their salary up to the equivalent of one year’s salary. This option is not available to temporary employees.

Retirement incentive plan option

The State of South Carolina allows Winthrop to offer up to one year’s salary in a retirement incentive plan for employees in SCRS and who are either retirement eligible or the one-year of salary would purchase sufficient service credit for the employee to become retirement eligible.

If Winthrop offered a full one-year salary to all 20 employees who are currently eligible to retire, and all 20 employees accepted the incentive the cost would be $821,139.

99. Regarding employee compensation. Is it desired that all staff be kept 100% whole, or can local area rates be applied? Please provide current rates of pays for ALL roles currently employed.

The selected vendor is responsible for setting wages for all staff under their control in conjunction with their benefits plan and as outlined in the RFP.

100. What is the current staffing composition and employee licensing? Please provide existing org chart.

See org chart showing filled and vacant positions

101. Will Winthrop University allow a provision allowing for increases in price at the end of each 12 months based on the greater of 3% or the annual Consumer Price Index for All Urban Consumers (CPI-

U)?

The State Fiscal Accountability Authority (SFAA) on behalf of Winthrop University will only adhere to clauses regarding Price Adjustment(s) as noted within the RFP.

102. Can you provide the expected payment terms for this contract?

The State Fiscal Accountability Authority (SFAA) on behalf of Winthrop University will only adhere to clauses regarding referencing Payment within the RFP; (See PAYMENT and

INTEREST (FEB 2021) - P28).

103. Do you have an equipment asset list so we can make a thorough assessment of the cost to maintain those assets such as mechanical, electrical, fire life safety systems, security systems etc.

See equipment lists in spreadsheet. The TMA asset list needs to be validated.

104. Can you confirm if there is a requirement for contractors to pay for parking?

See question 69.

105. Are the trash receptacles located around the sports buildings and fields supplied by the state or by the contractor?

State’s Response:

Interior and exterior trash & recycling cans are provided by Winthrop, there are about 110 units across the Main and Farm campuses

For some events Winthrop will supplement 30gal trash and recycling containers plus staff their use

(empty, reline put out-pick up containers).

See question 123 on dumpsters.

106. Can you provide a list of current vendors you would like to keep?

See attached list of current facilities vendors plus answer to Question 3.

107. Have you published your sustainability goals and if so, can we please be provided a copy?

See Office of Sustainability website https://www.winthrop.edu/sustainability/

108. What are the key performance indicators (KPIs) that you currently use and would like to retain?

KPI’s and associated reporting are included on pages 15 and 16, paragraphs 17 and 18 under General

Campus Contractor Responsibilities.

109. In order to make an assessment of the cost for covering repairs for $2000, 3000 and 4000?

Can you share any work order data for the past year or prior years?

https://www.winthrop.edu/sustainability/

See work orders reports attached

110. Can you share any spend data for the last year?

See attached financial data. Actual non-personnel costs for FY2024 are provided in the attached file FY2024 Expense Data.

111. Are you interested in using alternative CMMS platform?

State’s Response:

It is up to the selected vendor if they have a system they prefer or would like to take over using TMA, see question 41 & 80.

112. Can you provide a current org chart or staffing roster (2024-2025)

See attached org charts showing vacancies.

113. Do you have an expected “Go Live” date? Is it flexible?

State’s Response:

See question #45.

114. What energy and conservation projects do you currently perform? Can you provide utilities consumption reports for last year?

State’s Response:

Winthrop is looking to start and energy performance contact through the office of Sate engineer in the near future. Designing and building existing projects that have appropriate energy goals for the project scope is an ongoing item

FY 24 actuals below

Electric (Duke & City Rock Hill) – $2,584,821

Natural gas – $729,106

Watter- $249,533

Sewer - $161,790

(Winthrop will continue to pay directly for utilities)

115. Do you have a deferred maintenance schedule?

See attached spreadsheet for active PM’s. Due to limited staffing select PM’s have been made inactive.

Some limited HVAC PM’s have been performed using contracts on time & material basis.

116. Can you provide an outline of the capital plan for next year?

See attached capital project list and answer to question 57.

117. Is there a current PM Schedule available?

See attached spreadsheet for active PM’s. Due to limited staffing select PM’s have been made inactive.

Some limited HVAC PMs have been performed using contracts on time & material basis.

118. Do you have operating times for the academic facilities?

Class meeting times https://www.winthrop.edu/acadschedule/standard-class-times.aspx

Academic 5-year calendar

119. You have referenced boiler plant (when operational) requires 24/7 coverage; can you clarify when the systems would not be operational.

State’s Response:

Staffed 24-7-365 when boiler are operational. We have yet to have a full boiler plant shut down for an extended period when the plant would not be staffed.

120. Are there any onsite vehicles or access equipment that will be made available to the supplier?

State’s Response:

See attached vehicle and equipment list. Winthrop owned vehicles and equipment may be used by the selected vendor, see answer above. Select state leased vehicles will be turned in at the RFP transition.

121. Will there be any stock supplies available for contractor use the first year

Yes, warehouse shop stock items and items in the O&M shops or in buildings will be available until it runs out. Warehouse shop stock assets may need to be tracks as to where they are used.

122. We assume that the $2000, 3000 and 4000.00 thresholds do not apply to general improvement of the building externals and hard services, can you confirm?

These thresholds relate to repair and replacement (past life).

123. It is understood that the bidder is to control waste management. Can you provide the container size and frequencies?

https://www.winthrop.edu/acadschedule/standard-class-times.aspx

Selected vendor staff will empty interior and exterior trash and recycling receptacles. There are about 110 exterior units between the main and farm campuses. Deliver & pickup one time trash and recycling receptacles (for events, office clean outs etc.).

Trash will be deposited in dumpsters around the property. Recycling will be sorted and placed in the appropriate receptacle (carboard dumpsters around the campus, recycling compactor at facilities.

Winthrop will manage the dumpster contract separate from the selected vendor.

Vendor will provide a construction dumpster at facilities for large O&M waste.

Winthrop will provide periodic dumpster at facilities for the disposal of surplus items, vendor to provide the labor to load surplus items into the trash (normally handler by set up crew plus grounds staff at times).

Metal waste is deposited at facilities and a recycling hauler is coordinated to pick it up as needed.

Winthrop will oversee the small 4,6,8cuyd & recycling dumpsters with a selected vendor separate from the RFP.

124. Hardware, Locks and Keys – is a fully licensed and bonded locksmith required or desired?

Not required if work is performed in-house using vendor staff. If outsource by selected vendor that is up to the vendor.

125. Please provide any details associated with anticipated event calendar for the campus.

See attached list of internal and external events.

126. Who is responsible for providing floor mats?

Selected vendor will have access to the existing matting. Replaced-updating is up to the selected vendor.

127. Has a Facilities Condition Assessment been done recently? If so, can you provide a copy?

See attached spreadsheet showing building condition codes using the SC CHE format, last updated Jan

2023.

128. Are contractors typically utilized in the Res Halls for Summer Readiness?

In the last 3 years custodial contractors have been utilized for cleaning res hall rooms in the summer.

129. We assume that damage attributed to misuse, abuse and vandalism such as damaged blinds etc. in res halls are excluded from the repair thresholds. Please confirm.

If it can be documented as abuse-misuse and charged back to the student and the student has been charged, then it will not be the responsibility of the contractor under the repair thresholds. If it is unknown or wear and tear it will fall under the repair threshold for the contractor.

130. On the Org Chart, are all of these positions governed under your current contractor, or where does their governorship begin, and yours end?

State’s Response:

See org chart showing what positions are filled & vacant plus what positions will stay as

Winthrop staff after the RFP.

131. Please clarify the scope of work for maintaining security systems?

See question # 40