ESBD_File_329774_Addendum #1 - Grounds - Athletics - 8.15.2023.pdf

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Addendum #1

Project Name: Grounds & Landscaping Services (Athletics) RFP Number: 2023-0251

Administrative / Procedural Questions

1. With regards to interviews, for like services (for example the two grounds RFPs) are we allowed to have the same account manager for both? Is this an approach that Baylor prefers or is it up to the supplier?

Yes, the supplier can assign the same individual to multiple roles. The choice is up to the supplier. The

University does not have a preference.

2. The instructions require responses to “be on standard 8 ½” x 11” paper size, with 1” margins” and to “Utilize a minimum font size of eleven”. The University also helpfully provided submittal forms to help bidders prepare their responses. These forms, however, do not comply with the 1 inch and 11 pt requirements. Question: Will the University revise the response requirements to “responses follow the margin template and font size limitations as shown in the University-provided submittal forms”? This includes a minimum font size of 10 pt.

Yes, the supplier can use the margins and font sizes that are established/provided in the submittal form templates (which are currently 0.7 inch margins, and minimum font size of 10).

3. Will the University also consider a reduced font size for graphics and exhibits? We suggest 8 pt.

Yes, the supplier can use a reduced font size of 8 pt. for all figures and graphics.

4. The University has set an aggressive page count limitation for each proposal section. We welcome the challenge

(and reminder) to provide a concise value proposition. However, we believe the limits shown in the RFP may be overly aggressive. We recommend doubling the page limit for each section (at a minimum) to ensure each offeror has an opportunity to articulate its solution and advantages.

No, the University does not want to expand on the current page limits. These limits were not made to frustrate you as suppliers. The University understands that these page limits will not allow you to provide extensive details at this stage of the process. However, the supplier that is invited into the clarification and negotiation period will no longer have any page limits, and will be required to provide a more detailed response (at that stage). At this stage, during the initial proposal process, we are looking at a very concise response to help us quickly differentiate suppliers and shortlist the top firms that can then provide additional details during the interview stage. Therefore, suppliers should be concise, prioritize, and focus on items/elements that will help it stand out from their competitors within the limited page limits.

5. Is there a file size limitation associated with the file upload link for our proposal deliverable?

Yes, the email size should be less than 20MB. The supplier can submit multiple emails if the file sizes exceed this number.

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6. Due to the certain sections that have page limitations - are we still able to utilize divider pages to differentiate each section of our proposal?

Yes, divider pages can be used, but are not necessary or required. Divider pages will not be counted against you in the page count. However, the divider pages will not be passed along to the evaluation committee (once the documents have been coded).

7. Will the University consider adjusting the requirement on Key Personnel and the Interview Process?

The University believes that the Key Personnel identified in the RFP are crucial to long term success. The intent of the interview period is to meet the personnel that will be assigned to executing the work at Baylor. The University does not want to establish a procurement process where we interview a Proposers “a-team” (or executives that won’t be assigned to these roles), but then get assigned a “c-team” (or worse) after the contract is awarded. The contract award is anticipated to occur in Jan/Feb, followed by several months of transitioning prior to the start of service. During this time, the University anticipates that there will be involvement with the key personnel during the transitioning period. The University also expects that these individuals will be highly involved prior to award, during the clarification and negotiation period. If a Proposer does not have these individuals currently on staff, or cannot commit individuals to these roles prior to award, this will NOT disqualify the Proposer. However, if another Proposer(s) is/are able to assign individuals to these roles, those firms would most likely receive higher scores/ratings during the interview stage of the evaluation process.

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Scope Questions

Bleachers

1. Is grounds responsible for cleaning beneath all sports bleachers and what frequency (before and after games, etc)?

No. Cleaning beneath all sports bleachers is not the responsibility of the Athletics Grounds Service Provider.

However, Baylor does have the expectation that the Athletics Grounds Service Provider’s team will exercise sufficient ownership not to ignore an unsightly area beneath bleachers and will either report it through the work order system, communicate the problem directly to the responsible vendor or, if it is only a small amount of debris, will give consideration to taking a few moments to clean it up. Regardless, the Athletics Grounds Service Provider will not be held responsible for cleaning beneath all sports bleachers.

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