ESBD_380949_1731425215673_Addendum 1 - Questions with Answers.pdf

Procurement & Contracts twubids@twu.edu

A Comprehensive Public University Primarily for Women An Equal Opportunity/Affirmative Action Employer

ADDENDUM # 1

RFP-731-25-003-JC

Transition Planning and Move Management

THE PROPOSAL YOU ARE SUBMITTING FOR THE ABOVE RFP NUMBER MUST CONTAIN

THE FOLLOWING ADDITION(S).

Proposal Due Date

• Proposal Due date is being extended with this addendum. REVISED proposal due date is Friday, November 22nd at 2:00

PM CT.

Additional Project Scope

• Section 1.5 Term of award changed to “term of awarded contract under this RFP is anticipated to begin on the date of the last signature, and to not expire until September 2025.”

• Section 1.4 Scope of Goods and/or Services “awarded vendor for project will also provide bid writing services for moving RFP that will be posted at a later date.”

Questions and Answers

1. Please provide list of equipment to be relocated, provide a list or highlighted drawing indicating standard office items if this means furniture. According to page 4 and 5 of the RFP document it mentions providing a current equipment schedule. Can you please provide?

Answer: See provided excel File of the Equipment List

2. The term for an awarded contract under this RFP is anticipated to begin on the date of last signature and to “expire (4) years from that date” what work is anticipated beyond July 2024?

Answer: Contract will expire September 2025. With this addendum we are updating the terms to just include the award for this project.

3. RFP document 2.3.1 indicates that a HUB Subcontracting Plan is REQUIRED while 2.5 indicates it is not required.

Please advise which is correct.

Answer: The HUB Subcontracting Plan is required if the total proposal you submit is over $100K. If under it is not required to be submitted.

4. What specifically is disclosed publicly? If entire proposal is marked “Privileged and Confidential- Proprietary Information” TWU can declare the proposal nonresponsive. “By submitting a Proposal, Proposer hereby grants a limited license to reproduce the Proposal in order to comply with legal requirement including but not limited to the Texas Public Information Act and legislative budget board requirements.” Where else might it be shared?

Answer: Anything submitted to a state agency is subject to the Public Information Act which generally requires a governmental body to release information to a requestor if valid. However, if a governmental body determines the information is accepted from disclosure under the PIA, then the request and information must be reviewed by the mailto:twubids@twu.edu

OAG's Open Records Division (ORD). The ORD will issue a decision on whether the governmental body is permitted to withhold the requested information or if it must release the information to the requestor. Some public information is confidential by statute. If information is confidential by statute, a governmental body generally cannot release the information under the PIA. Governmental bodies also maintain information that is not confidential by statute. A governmental body has the option to withhold non-confidential information in certain circumstances.

5. On most transitions and moves we provide the following services, is it your intent that we also provide these services:

a. Is it the intent of TWU for transition and move manager to write the specifications for the mover and go to bid for those services? Answer: Yes, specifications and physical movers bid process will be required.

Reference Addendum #2 forthcoming to modify the solicitation to include services to assist with writing the RFP for physical move.

b. If not, who does TWU use for moving services?

Answer: Yes, specifications and physical movers bid process will be required

c. Does TWU have an equipment planner that has provided the new equipment specifications and can that list be provided? Answer: No equipment Planner consultant. Equipment List is provided.

d. Also, does TWU want activation and transition manager to oversee the delivery and installation of new equipment? Answer: Yes

e. Is there new computer equipment being provided? If so, can that list be provided? Answer: Yes, computer equipment list will be provided at a later date.

f. Is there a construction schedule showing substantial completion? If so, can that be provided as that will indicate the window for installation of furniture and the equipment. Answer: Substantial Completion for the project will be phased. Area B substantial completion will be May 9, 2025. Area A, which includes the center section in the plans will be substantially complete by June 30, 2025.

g. Does transition manager provide oversight of furniture deliveries and installations? If so, please provide furniture plans. Answer: No

6. Page 14 – Award of Contract: This indicates that the terms of the TWU purchase order will also apply, please provide those terms and conditions if any are different than Section 6.

Answer: A copy of our Purchase Order terms and conditions is attached to this addendum for review.

7. Please provide the departmental names being affected by this transition. The intention is to quantify the number of departments as we will have meetings with each to ensure we are including all of their items/needs.

Answer:

a. Denton Nursing – BSN program only

b. Denton Occupational Therapy (OT)

c. Denton Communication Sciences and Oral Health (CSOH) – Dept staff and Speech Language Pathology

(SLP) program only (not Oral Health)

d. Denton Physical Therapy (PT)

e. Institute for Women’s Health (IWH)

8. Please confirm the origins/building that staff and/or departments will be relocated from?

a. Nursing – Art’s and Science Building (ASB)

b. Occupational Therapy – Multi-purpose Lab Building (MCL)

c. Comm Sci and Oral Health – Multi-purpose Lab Building – (MCL)

d. Physical Therapy – Woodcock Hall (WH)

e. Institute for Women’s Health – Woodcock Hall (WH)

9. Please provide number of departments that will relocate.

Answer: See Response to Question Number 8

10. Please provide quantity of staff that will be relocating.

a. Staff include administrators and staff = 21 (9 SLP, 7 OT, 3 PT, 2 nursing)

b. Faculty (non-administrators) will move offices to home / hotel on campus (they will need boxes to move their things home)

11. Does the University intend to move any chemicals?

Answer: No hazardous chemicals will be moved. Only craft level chemicals.

12. Can you provide a list of new equipment / furniture that will require coordination for deliveries?

Answer: See response to Question Number 1

13. Will deliveries be to a warehouse or to the new facility?

Answer: Deliveries will either be directly to the project or the TWU service center for temporary holding

14. What role is the selected proponent expected to play in the coordination of new deliveries?

Answer: Oversight and required coordination as needed

15. It is mentioned that the relocation will come from multiple origins. Are these areas all on the same campus? Can you please provide the addresses and square footage?

Answer: All programs are relocating from spaces on the Denton campus.

a. Nursing – ASB 111,

b. OT – MCL 8th floor office suite ( all offices, closets, storage), all 6th floor labs

c. CSOH - MCL 8th floor office suite (all offices, closets, storage), all 6th floor clinical spaces.

d. PT – WH suite 013 A, D, E

e. IWH – WH suites 011 and 017

16. How many staff are moving to the new facility?

a. See above for departmental staff

b. Other staff: IT, housekeeping, etc

17. A mover’s commercial general liability insurance does not provide coverage for any specialized healthcare equipment damaged during the move. Rather, a separate cargo insurance policy is required. Should the mover be required to carry cargo insurance for the full replacement value of assets it damages while in its possession?

Answer: Attached is TWU’s insurance policy requirements that must be followed.

18. Please confirm that the Signed Affirmations and Conflict of Interest mentioned in Section 2.3.1 on page 6 of the RFP is Section 7: Execution of Offer and Affirmations form included starting page 22 of the RFP.

Answer: Section 7 – Execution of Offer and Affirmations pages must be completed and last page 25 completed and signed and returned with proposal along with the questions answered in section 5 Proposer’s Questionnaire (page 14).

19. Are you using a medical equipment coordinator? If so, who is it?

Answer: No

20. Does TWU have an inventory of new (MEQ) equipment that has been purchased?

21. When and where are the medical equipment due to arrive?

Answer: TBD. Substantial Completion for the project will be phased. Area B substantial completion will be May 9, 2025. Area A, which includes the center section in the plans will be substantially complete by June 30, 2025.

22. What is the total number of new medical equipment purchased?

23. Are there any specialty vendors we will need to coordinate with for install of medical equipment?

Answer: Yes

24. What is the scope of the medical equipment coordination? Have they been sourced and the winning firm will need to coordinate delivery, placement, and start-up?

25. Your drawings show 58 offices. Is this correct?

Answer: Reference Floor Plans

26. Are there any drawings of furniture specifications for the offices? This will help us provide an accurate budget estimate for moving services.

Answer: Moving Services are not part of this solicitation. Physical movers bid process will be required. Reference Addendum #2 forthcoming to modify the solicitation scope of work to include assistance with bid writing to post for physical movers.

27. Is the mover’s scope to provide labor for the relocation of staff contents?

28. What about furniture? Does JLL need to coordinate with any furniture vendor?

Answer: Yes, awarded transition planner will be required to coordinate with other vendors associated with the physical move.

29. Will we need to coordinate the deinstall, relocation, and installation of IT desktop equipment for the staff and common areas?

30. Will the school provide a RFP for movers services. Assuming this is done after the move management RFP and selection or will this project be all-inclusive?

Answer: Yes, specifications and physical movers bid process will be required. Reference Addendum #2 forthcoming to modify the solicitation.

31. Clarify in the 1.4 Section that this RFP will be for the actual planning and move management and at a later date the actual physical move will go out to bid? As we provide both services, just wanted to clarify.

Answer: Yes, specifications and physical movers bid process will be required. Reference Addendum #2 forthcoming to modify the solicitation.