ESBD_471702_1766006517798_Addendum 2 (Final Edit) - RFP 2026-P03.pdf

ADDENDUM #2

RFP 2026-P03 Eastside Campus – Construction Manager at Risk (CMAR)

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, CPPB - Purchasing Agent

712 S. Stagecoach Trail, Ste. 1012 San Marcos, Texas 78666

512-393-2267 ● purchasing@hayscountytx.gov

December 17, 2025

Please find attached Addendum #2 to RFP 2026-P03 Eastside Campus – Construction Manager at Risk (CMAR). All questions were answered by Hays County staff and Kitchell CEM, Inc.

Attached to Addendum 2:

1. Questions & Answers

2. Updated Forms:

I. IFB/RFP/RFQ Submittal Checklist II. Summary

Acknowledge receipt of this addendum by signing and returning this page with your proposal.

Signature

Company Name Date

ADDENDUM #2

Questions & Answers

Questions:

1. We have reviewed the recent RFP posted for Construction Manager at Risk (CMAR) for Eastside

Campus – Mass Timber Office Building and have a quick question. If known, what is the anticipated schedule for bidding and construction of this project?

Per Section III. Specifications, B. Project Details :

Construction Phase (July 2026), which means bidding would take place approx. 1-2 months prior to the start of construction.

2. This RFP includes many technical questions, and we want to provide comprehensive responses.

Would the County consider increasing the page limit?

Page limit increased to forty (40) single sided, or twenty (20) double sided. Make sure to pay attention to Section III. Specifications, F. Proposal Requirements, as to which pages and forms count towards the 40-page count and which do not.

3. If the page limit isn’t increased, in order to conserve space, may resumes be included in the Appendix?

Resumes can be placed in the Appendix, which does not count towards the page count.

4. Does the County have a preferred placement/order for the narrative questions?

No, wherever it makes sense in your proposal, but not the Appendix.

5. Would the County like the Financial Statement submitted electronically in addition to the sealed, separate envelope?

Yes, all required documents must be submitted accordingly to the submittal requirements found in Section III. Specifications, H. Submittal Requirements. If it is confidential then watermark it accordingly.

6. Could you please provide access to the architectural and structural Revit model?

A Revit model has not been generated at this time.

7. The RFP (Page 10 of 49, Section D “Proposed Fee & Cost”) specifies a lump sum bid and refers to the Pricing Sheet, which requires a preliminary budget including the project cost of work. We seek clarification on the following points: Please confirm that the overall project budget, including the cost of work, is non-binding at this stage, given that the design documents are in an early phase.

The Overall Project Budget including the Cost of Work is non-binding at this time.

8. The RFP (Page 10 of 49, Section D “Proposed Fee & Cost”) specifies a lump sum bid and refers to the Pricing Sheet, which requires a preliminary budget including the project cost of work. We seek clarification on the following points: Please confirm whether bidders should use the owner-provided overall project budget of $43,000,000, or if the County prefers bidders to submit their own Rough Order of Magnitude (ROM) non-binding estimate for the project.

The County prefers bidders to submit their own Rough Order of Magnitude (ROM) non-binding estimate for the project to include the Cost of Work.

9. The Pricing Sheet requests an estimated construction duration on Page 1 of 4, but also specifies a duration of 705 days on Page 2 of 4. Please confirm whether the County expects bidders to:

Use the provided duration of 705 days, or Submit their own proposed construction schedule and opinion on the estimated duration.

Updated Construction Days: Use the duration of 670 days, as a maximum construction duration. If your firm feels as though they can complete the proposed project in a sooner time frame, then note your Estimated Construction Duration in the specified spot.

10. The Pricing Sheet requests that bidders provide bonds and insurance costs as lump sum values.

Please confirm whether the County prefers: Lump sum dollar amounts as shown on the Pricing Sheet, or Percentages of the Contract Value, since these costs are typically calculated as a percentage rather than a fixed amount.

Performance & Payment Bonds will be required at 100% of the Contract cost.

Insurance would be the total amount needed to secure the required insurance requirements.

Lump Sum Pricing as per the Pricing Sheet.

11. We were unable to find any reference to Subcontractor Default Insurance (SDI) or SubGuard requirements in the RFP documents. Please confirm whether the County expects bidders to:

Include the cost for Subcontractor Default Insurance under the “Bonds and Insurance” section on Page 2 of 4 of the Pricing Sheet, or Include this cost as part of the Cost of Work.

Yes, it should include all bonds and insurance required for the project, under the “Bonds and Insurance” section of the Pricing Sheet.

12. Please confirm whether a Bid Bond is required at this stage, given that a Guaranteed Maximum

Price (GMP) is not part of this submission. If a Bid Bond is required, please clarify the contract value that should be used for calculating the bond amount.

No, A bid bond is not required, see question 10.

13. The link in our RFP for the Pre-Bid Virtual meeting does not work. Can you please send us a link to the meeting?

Microsoft Teams Need help?

Join the meeting now Meeting ID: 252 435 570 054 8 Passcode: FY7Lx7L5

Dial in by phone +1 872-256-3959,,116453464# United States, Chicago Find a local number Phone conference ID: 116 453 464# For organizers: Meeting options | Reset dial-in PIN

14. RFP Summary Item 9 states to provide a bid bond for 5% of the bid submittal. Since this is a CMR project, there really isn’t a bid value at this time. Please confirm if a bid bond will be required.

See question 12

15. Would the County allow our proposal to be in 11x8.5 (a landscape version of 8.5x11)?

Landscape version is fine.

16. Would the County consider resumes and project pages to not be included in the page count?

Resumes: see question 3 Project pages: should NOT be included in the Appendix and will count towards the page limit.

17. There is conflicting information in the RFP documents regarding the construction schedule. Please confirm the expected construction start and finish dates.

See question 9

18. In the "Proposed Fee Schedule" section on page 13/14 of the RFP, a sample cost estimate is requested. Please confirm that the estimate does not count toward the 30-page limit.

The Sample cost estimate does count towards the 40-page count: see question 2.

19. On page 13 of the RFP, there is a section titled “Quality Assurance and Quality Control";

however, the question asked is about our site-specific safety plan. Is there an additional question with which we need to address our QA/QC approach?

Yes, please answer both questions. Include your company’s overall QA/QC approach and include your company’s approach to job-site safety, and the expectations of your sub-contractors and vendors to work within those safety requirements.

20. Is it expected for the contractor to provide a GMP Proposal prior to completion of design and during the preconstruction phase? If so, at what percentage completion of design will the GMP proposal be expected?

GMP will be submitted no sooner than 90% CD’s.

21. On page 6 of 49, the RFP states that the construction phase is from July 2026 to April 2028, which is approximately 660 calendar days. Page 2 of Attachment A states a construction schedule duration of 705 days. Please confirm which is correct.

See question 9

22. At the top of page 1 of Attachment A, please confirm the county’s preliminary construction budget dollar value should be the $43,000,000 budget referenced on page 6 of the RFP.

Yes, the Construction Budget for the project is $43,000,000.00.

23. Regarding the criteria to provide a sample cost estimate/breakdown. Our estimates can be 50- 100 pages long. Do you want a complete estimate example, and if so can it not count against the page limit? Or do you want a 1-page summary?

The sample budget should be list of all direct costs and indirect costs, categorized by various categories needed to complete the job and is included in the page count. It does not need to be 50-100 pages sample budget.

Direct Costs: i.e. HVAC, Electrical, Signage, Plumbing, Audio-Visual Systems, Security/Access-Controls, Doors, etc.

In-Direct Costs: Insurance, Bonds, Subcontractor default insurance, Building permit fees, Warranty, etc.

Pre-Bid Meeting Questions :

Video Link :

Recap: RFP 2026-P03 Eastside Campus - CMAR (Pre-Bid Meeting) Tuesday, December 9 | Meeting | Microsoft Teams

24. Will the recording of this meeting be provided?

Yes

25. Is the grading criteria located in the RFP?

Yes, Section III. Specifications G. Pg. 14

26. The project page examples require that the mass timber projects in Texas must be completed.

Would the County consider in-progress mass timber projects?

We will discuss the completion of the projects and post in the addendum, review addendum 1 already posted as well.

No more than one in-progress Mass Timber project can be included in the Project Page section of the submission. The in-progress Mass Timber project must be 100% complete with the Design and Bidding processes and be at least 50% complete with Construction.

Mass Timber projects outside of Texas will be considered (South Central United States).

27. is the sample conceptual estimate a part of the 30 page count?

Conceptual Estimate - we will post the answer in the addendum, Conceptual Estimate -we will post the answer in the addendum See question 18

28. Are there more detailed drawings that can be provided?

Detailed Drawings - we are starting schematic design now. What has been provided is all that we have at this time.

29. Have any timber specialty suppliers been involved in the preliminary designs?

timber specialty supplier been contacted? No, HDR's internal team who has experience with this was consulted.

30. Who is the Structural Engineer on the Design Team?

All of the design team is HDR, except Geotech & Survey.

31. Is the County wanting to complete carbon tracking for this project?

Carbon Tracking - this has not been discussed yet.

32. Will Builders Risk be provided by Owner or expected to be secured by CMAR?

Builders Risk - Needs to be secured by the CMAR.

33. Will there be any community engagement involved with this project?

Community Engagement - yes

Updates Forms :

I. IFB/RFP/RFQ Submittal Checklist

This checklist is provided for the Vendor’s convenience and identifies documents that MUST be submitted for the bid/proposal/statement of qualifications(SOQ) to be considered responsive, as well as the required forms requested by Hays County.

A COMPLETE SOLICITATION RESPONSE PACKAGE INCLUDES:

The following forms MUST be returned for the bid/proposal/SOQ to be considered responsive:

____ 1. Solicitation, Offer and Award Form completed and signed

____ 2. Attachment A: RFP 2026-P03 Eastside Campus CMAR Pricing Sheet

____ 3. Vendor Reference Form

____ 4. Conflict of Interest Disclosure & Questionnaire

____ 5. Related Party Disclosure Form

____ 6. Any addenda applicable to this solicitation

Required Forms by Hays County in Order to Execute a Contract:

____ 1. Code of Ethics

____ 2. HUB Practices

____ 3. House Bill 89 Verification

____ 4. Iran, Sudan, and Foreign Terrorist Organization Certification (TGC 2252)

____ 5. Israel Boycott Certification (TGC 2271.002)

____ 6. Prohibition of Energy Company Boycott Certification (TGC 2274)

____ 7. Prohibition of Discrimination against Firearm Companies or Firearm Trade Org. Certification (TGC 2274.002)

____ 8. Debarment & Licensing Certification

____ 9. Vendor/Bidder’s Affirmation

____ 10. Federal Affirmations and Solicitation Acceptance

____ 11. System for Award Management (www.SAM.gov) Printout

Hays County will accept bids/proposals/SOQ, by the due date by one of the following methods:

____ 1. Electronic Submission of Bid Packet through BidNet Direct and one (1) hard copy delivered, within 24 hours of proposal due date, in a sealed envelope with the Solicitation Number and Vendor’s name on the outermost envelope addressed to: Hays County Purchasing, 712 S Stagecoach Trail, Suite 1012, San Marcos, TX 78666

OR

____ 2. One (1) original bid packet and one (1) digital copy on a thumb drive in a sealed envelope with the Solicitation Number and Vendor’s Name on the outermost envelope, addressed to: Hays County Purchasing, 712 S Stagecoach Trail, Suite 1012, San Marcos, TX 78666

II. Summary

1. Type of Solicitation: Request for Proposals (RFP)

2. Solicitation Number: RFP 2026-P03

Eastside Campus – Construction Manager at Risk (CMAR)

3. Issuing Office: Hays County Purchasing Office 712 S. Stagecoach Trail, Suite 1012 San Marcos, TX 78666

4. Responses to Solicitation: Sealed proposals marked with Solicitation Number and Vendor Name on the outermost envelope Manual: One (1) Original and one (1) digital copy on a thumb drive, or

Electronic: Proposals can be submitted through BidNet Direct and one (1) hard copy is required to be received within 24 hours of due date.

5. Deadline for Responses: In issuing office no later than:

January 8, 2026; 10:00 a.m. Central Time (CT)

6. Pre-Bid Meeting: (Virtual) December 9, 2025; 10:00 AM (CT): Join the meeting now

7. Initial Contract Term: Anticipated February 2026 Preconstruction Start and April 2028 Construction Closeout Completion.

8. Designated Contact: Hays County Purchasing

Email: purchasing@hayscountytx.gov

9. Bonding Requirements Performance Bonds: 100% of Contract Price within 10 days of GMP award Payment Bonds: 100% of Contract Price within 10 GMP days of award

10. Retainage The owner will withhold 5% retainage of the Contractor. The Contractor may withhold retainage on subcontractors in accordance with state and federal regulations.

11. Questions & Answers: Questions regarding this solicitation must be made in writing and submitted to the designated contact above no later than December 11, 2025, 5:00 p.m. CT. Telephone inquiries will not be accepted. Questions may be submitted by email to the address above. Answers to questions will be provided in the form of an addendum posted after the question deadline on the CivicPlus, BidNet Direct, and ESBD websites for the benefit of all potential respondents. The County reserves the right to contact the person submitting a question to clarify the question received, if necessary. Each clarification, supplement, or addenda to this RFP, if any, will be posted on the CivicPlus, BidNet Direct and ESBD websites. All potential or actual respondents are responsible for monitoring the websites for such materials. Respondents are deemed to have notice of, and are required to comply with, any such material posted in accordance with this paragraph. Respondents should not rely upon any other sources of written or oral responses to inquiries.

12. Addenda Any interpretations, corrections or changes to this RFP and specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the Hays County Purchasing Office. It is the Vendor’s responsibility to acknowledge receipt of all addenda with proposal submission.

13. Contact with County Staff: Upon issuance of this solicitation, employees and representatives of

Hays County, other than the Purchasing Office staff identified as the Designated Contact above, will not discuss the contents of this solicitation with any Vendor or its representatives. Failure of a Vendor or any of its representatives to observe this restriction may result in disqualification of any related offer. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

14. Websites: Plans, Specifications, and Bidding documents for pre-qualified bidders and interested non-bidders may be secured from the following websites:

www.bidnetdirect.com/haysCounty, http://www.txsmartbuy.com/sp, https://www.sanmarcostx.gov/Bids.aspx

Anticipated Schedule of Events November 20, 2025 Issuance of RFP December 9, 2025 Virtual Prebid Meeting @ 10:00 AM: Join the meeting now December 11, 2025 Deadline for Submission of Questions (5:00 PM CT) January 8, 2026 Deadline for Submission of Proposals (10:00 AM CT)

Late proposals will not be accepted.

January/February 2026 Anticipated contract award date