ESBD_File_331667_1 RFP BEC MEP_7.28.2023.pdf

Request For Proposals

Baylor Energy Complex (BEC) and Mechanical, Electrical, and Plumbing (MEP) Services

RFP Number: 2023-0253

Release Date: 07/28/2023

RFP CONTENTS

Section 1 Administrative Requirements Page 1

Section 2 Format and Submission Requirements Page 4

Section 3 Proposal Requirements Page 6

Section 4 Evaluation Criter ia and Procedures Page 8

Section 5 Statement of Work Page 13

Submittal Forms Separate Document

Exhibits Separate Document

SECTION 1

ADMINISTRATIVE REQUIREMENTS

1.1 OVERVIEW

Baylor University (‘University’) is issuing this Request for Proposal (‘RFP’) to solicit proposals from qualified and experienced firms (‘Proposers’) that can provide facility operations and maintenance services related to the Baylor Energy Complex (BEC) and campuswide Mechanical, Electrical, and Plumbing (MEP) services.

1.2 PROCUREMENT CONTACT

The individual listed below (referred to as “Procurement Contact” herein) is responsible for the conduct of this procurement. Proposers shall NOT contact or communicate with any University employee or contracted consultants regarding this procurement. Any violation of these requirements may constitute grounds for immediate disqualification.

Contact Name:

Title:

E-Mail:

John Coffer Director of Strategic Sourcing and Contract Management RFx@baylor.edu

1.3 PROCUREMENT SCHEDULE

The University will make every effort to adhere to the schedule below. All times below are Central Time. The University reserves the right, at its sole discretion, to adjust the schedule of events as it deems necessary.

ACTIVITY DATE & TIME

RFP Released / Issued 7/28/23

Site Visit 8/09/23 (8:30 am)

Pre-Proposal Meeting 8/14/23 (10 am)

Deadline to submit questions 8/31/23

Proposal Due Date/Time (Deadline to Submit) 9/14/23 (2 pm)

Shortlisting 10/2/23

Interviews 10/11 – 10/12

Clarification Period 11/17/23 – 2/23/24

Notice of Intent to Award 2/24/24

Transition Period 2/25/24 – 5/31/24

Service Start Date 6/1/24

1.4 EDUCATIONAL VIDEOS

The University has prepared educational videos to assist Proposers through this RFP process. Proposers are strongly encouraged to review these videos prior to the pre-proposal meeting.

Video 1: Executive Overview (6 Minutes) https://vimeo.com/842589437/65d542b9bf?share=copy

Video 2: Overview of the BEC/MEP Scope of Work (28 Minutes) https://vimeo.com/844688846/353ccd0f96?share=copy

Video 3: Proposal Requirements, Submittal Forms, and Supplemental Examples (27 Minutes) https://vimeo.com/842047035/80066a64db?share=copy

Video 4: Interviews, Clarification, and Negotiations (12 Minutes) https://vimeo.com/842280108/d16cf4d984?share=copy

1.5 PRE-PROPOSAL MEETING

The University will host a pre-proposal meeting to provide Proposers with an opportunity to ask questions regarding the scope and/or the RFP. Attendance at this meeting is NOT mandatory, but highly recommended for all Proposers.

The meeting will be presented and hosted online via Zoom. If you plan to attend this meeting, please send an RSVP email to the Procurement Contact at least two (2) days prior to the date of the meeting. Please include a list of personnel that would like to attend this meeting (first and last name, email address, and phone numbers). Due to capacity constraints, Proposers are asked to limit attendance to three (3) people from each company.

Link: https://us06web.zoom.us/j/89142914226 Meeting ID: 891 4291 4226 Audio Connection: 669-444-9171

1.6 SITE VISIT

A site visit will be offered for Proposers that would like to walk and visit the site. This visit is NOT mandatory, however, may be the only opportunity to visit the site prior to submitting the Proposal. Proposers should RSVP a list of personnel that will attend this site visit. Due to the space limitations, Proposers are asked to limit the site walk to three (3) individuals. Please email the Procurement Contact a list of personnel (first and last names, phone numbers, and emails) of individuals that will attend the site visit at least two (2) days prior to the date of the meeting. The Procurement Contact will send additional information regarding the site visit location. Anticipated duration of the site visit is about 4-6 hours.

1.7 QUESTIONS

Proposers are expected to promptly review this solicitation, including all of the submittal forms, attachments, exhibits, appendix, and addendum. Should a proposer find discrepancies or omissions in the RFP or other documents or should there be doubt as to their true meaning, the Proposer shall submit such requests in email to the Procurement Contact.

The e-mail subject line must include the RFP Number.

1.8 ADDENDA

The University may issue addenda to update the RFP, changes to the scope, respond to any questions, or provide clarification to information stated within the RFP. All written/published addenda shall become part of this RFP and must be considered by the Proposer in its proposal. All other communications are unofficial and non-binding. Addenda related to this RFP will be emailed to interested Proposers. Proposers shall email the Procurement Contact to receive all addenda for this RFP.

https://vimeo.com/842589437/65d542b9bf?share=copy https://vimeo.com/844688846/353ccd0f96?share=copy https://vimeo.com/842047035/80066a64db?share=copy https://vimeo.com/842280108/d16cf4d984?share=copy

1.9 RIGHTS

Property: Proposals and any other information submitted by Proposers in response to this RFP shall become the property of the University.

Subjective Judgements: By submitting its Proposal in response to this RFP, Proposer accepts the evaluation process and acknowledges and accepts that determination of the firm that provides the best overall value to the University will require subjective judgments by Baylor.

Irregularities: The University reserves the right, in its sole discretion, to waive or modify a Proposal to remove minor informalities, irregularities or information that may be non-compliant, or request that the Proposer correct any mistakes prior to evaluation. The University reserves the right to delete any item/requirements from this RFP when deemed to be in University's best interest.

Confidentiality: The University will make reasonable effort to keep confidential the information contained in the solicitation and in any response. The University requires that all recipients of the RFP treat it as confidential. The parties will comply with all confidentiality terms included in this RFP.

Selection, Negotiation, and Additional Information: Although the University reserves the right to negotiate with any Proposer to arrive at its final decision and/or to request additional information or clarification on any matter included in the proposal, it also reserves the right to select the most responsive without further discussion, negotiation, or prior notice. The University may presume that any proposal is a best-and-final offer. The University also reserves the right to reject all proposals or cancel this Request for Proposals at any time.

Additional References: The University reserves the right to contact any party regarding their experience working with the Proposer at any point in this process, whether the party is identified by the Proposer or not.

Modify, Hold, Cancel, or Reject: The University makes no representations, written or oral, that an award will be made. The University makes no representations that it will enter into any form of agreement with any Proposer.

The University retains the right to place the RFP or Project on hold. The University reserves the right to reject any and all Proposals, re-solicit for new Proposals, temporarily place the project on hold, or permanently abandon the Project. The University reserves the right to accept other than the lowest evaluated Proposal, to accept or reject any Proposal in whole or in part, and/or to reject all Proposals with or without notice or reasons.

SECTION 2

FORMAT AND SUBMISSION REQUIREMENTS

2.1 ADHERENCE TO REQUIREMENTS

Proposals shall be submitted in accordance with the requirements set in this document. Any proposal that does not adhere to the requirements in this RFP may be deemed non-responsive and rejected. Proposals that are qualified with conditional clauses, alterations, items not called for in the RFP documents, or irregularities of any kind, are subject to rejection by the University, at its option.

2.2 DUE DATE AND TIME

All proposals are due at the date and time specified in the Procurement Schedule in Section 1.3. Late proposals will not be accepted or considered. It is the responsibility of the Proposer to ensure that the proposal is received by the University by the specified deadline.

2.3 GENERAL FORMAT

The University is not responsible for any expenses incurred by Proposers in preparing a response to this RFP, including travel and other expenses related interviews, clarification, and negotiations. All responses/submittals to this RFP SHALL be made in accordance with the format outlined below. Failure to submit in the requested format or failure to submit all the required forms may cause a proposal to be deemed non-responsive. The format for the proposal includes the following:

– Be on standard 8 ½” x 11” paper size, with 1” margins

– Utilize a minimum font size of eleven

– Be prepared simply, economically, and without unnecessary promotional materials

– All files must be in Adobe PDF, Microsoft Word, or Microsoft Excel format

2.4 EMAIL SUBMISSION REQUIREMENTS

Proposers shall submit their Proposal via email to the Procurement Contact in Section 1.3. The University will not accept facsimile or hardcopy submissions. The Proposal must meet the following requirements:

‒ Proposers should submit one (1) file that contains Submittal Forms A-F (in MS Word, MS Excel, or PDF Format) ‒ The total email size is limited to 20MB. If your submission can not be compressed, you may submit multiple emails with separate attachments, or request a file upload link from the procurement contact at least 48 hours before the deadline for submission.

‒ The proposal shall be emailed prior to the due date and time. The University will not be responsible for any technical issues, difficulties, or delays.

‒ Proposers may submit one email or multiple emails with the individual files. The subject line of the email should be titled as follows: ‘RFP Number + Proposer Name’ (i.e., “RFP 12345_ABC Consulting”)

Proposals may be withdrawn up to the time of proposal opening. Proposal modifications or withdrawals received after the due date will not be considered. Proposals shall remain valid offers 90 days from the deadline for submittals.

2.5 SUBMITTAL FORM TEMPLATES

The Proposer must ensure that their response meets all form and content requirements detailed within this RFP. This RFP contains attached Submittal Forms, which must be used by the Proposers to submit their Proposal. An electronic copy of each Submittal Form is posted along with this RFP. The Proposer must download, complete, and submit each Submittal Form in their response.

2.6 SPECIAL FORMATTING REQUIREMENTS

The Proposer must ensure that their Proposal meets all of the special formatting requirements identified in this Section. This includes requirements regarding anonymity and maximum page limits.

Anonymity: The Submittal Forms listed below must NOT contain any names that can be used to identify who the Proposer is (such as company names, company letterhead, personnel names, project names, subcontractor names, subconsultant names, manufacturer names, supplier names, or product names). Figures, tables, images, and pictures are permitted in the Submittal Forms (as long as they do not contain any names as identified in this section).

Page Limits: The Submittal Forms listed below have maximum page limit requirements. Proposers must NOT exceed the maximum page limits. Note, the page limit applies to the front side of a page only (for example, ‘1 Page’ implies that the Proposer can only provide a response on one side of a piece of paper).

Cost Information: Cost information shall only be contained within the Cost/Fee Schedule Submittal Form. No other document or Submittal Form may contain the overall cost/fee.

Submittal Form Anonymous Document

Maximum Page Limits

Submittal Form A – Proposer Information No n/a

Submittal Form B – Qualifications & Experience YES 1 Page

Submittal Form C – Approach & Methodology YES 3 Pages

Submittal Form D – Obstacles, Challenges, & Risks YES 3 Pages

Submittal Form E – Alternatives, Opportunities, & Innovation YES 2 Pages

Submittal Form F – Fee Schedule No n/a

Any Submittal Form that does not follow these instructions may receive a ‘0’ score for the evaluated Submittal Form, or the entire response may be deemed non-responsive and rejected.

SECTION 3

PROPOSAL CONTENTS

3.1 PROPOSER INFORMATION (SUBMITTAL FORM A)

The Proposer must complete and submit this Submittal Form, which requests contact information, background information, certifications, and an authorized signature.

3.2 QUALIFICATIONS & EXPERIENCE (SUBMITTAL FORM B)

The Proposer should summarize their experience and qualifications as it relates to the scope of work being requested in this RFP. The Proposer should also outline the experience and qualification of the key personnel that will be assigned to this Contract and highlight any unique attributes that make the team especially qualified for the scope of services.

3.3 APPROACH & METHODOLOGY (SUBMITTAL FORM C)

The Proposer should provide a brief overview of the approach and methodology that will be taken to successfully deliver this project/service. This should include:

‐ A brief roadmap, which describes the general approach (major activities or tasks), which will be utilized to successfully deliver the Project/Service and to meet the University’s expectations (cost, time, quality, etc.).

‐ An overview of the staffing approach that will be taken to adequately resource the project/service. The Proposer should identify the total number of staff that will be assigned, percent of staff that are in-house vs subcontracted, and approach to minimizing staff burnout.

‐ An overview of the transitioning plan/approach (major activities or tasks to be performed, a high-level schedule, expectations for the University, etc.).

3.4 OBSTACLES, CHALLENGES, & RISKS (SUBMITTAL FORM D)

The Proposer should identify and address issues, concerns, challenges, obstacles, or risks that may impact the successful delivery of this project/service. The Proposer should list and prioritize these items that are unique and applicable to this project. This includes areas that may cause the project to not be completed on time, not finished within budget, generate any change orders, or may be a source of dissatisfaction for the University. The Proposer should rely on and use their past experience and knowledge of completing similar projects to identify these potential risks, issues, or challenges.

Each item should be described in non-technical terms and should contain enough information to describe to a reader why the item is a valid risk/concern. The Proposer should also explain how it will avoid or minimize the risks from occurring. If the Proposer has a unique method to minimize the issue/risk/concern, the Proposer should explain it in non-technical terms. This Submittal Form provides an opportunity for the Proposer to differentiate its capabilities based on its ability to visualize, understand, and minimize risk to the Owner and the risk to a successful outcome of the System. The Proposer should consider:

– Controllable Items: This includes risks, activities, or tasks that are controllable by the Proposer, or by entities/individuals that are contracted to by the Proposer. This includes things that are part of the technical scope of what the Proposer is being hired to do. This may also include risks that have already been minimized before the project begins due to the Proposer’s expertise (i.e., risks that are no longer risks due to the Proposer’s expertise in delivering this type of project). All controllable risks and strategies to mitigate them must be included in the Proposer’s base proposal cost and schedule (if there are any impact at all).

– Non-Controllable Items: This includes risks, activities, or tasks that are not controllable by the Proposer. This may include risks, issues, challenges, or obstacles attributed by the University, University personnel, parties hired by the University, risks that are caused by other agencies, or completely uncontrollable risks. These can also be areas/risks that can contribute to contingency. Although these risks may not be controlled by the Proposer, the Proposer should identify a strategy that can be followed or used to mitigate these risks. All non-controllable risks and strategies to mitigate them must NOT be included in the Proposer’s base proposal cost or schedule.

This Submittal Form requests a brief description of the item (background of how the concern/issue may impact the project or service if it occurs), and a strategy to prevent/minimize the issue/concern from occurring, or strategy to minimize the impact of the risk if it does occur.

3.5 ALTERNATIVES, OPPORTUNITIES, & INNOVATION (SUBMITTAL FORM E)

This Submittal Form provides Proposers with an opportunity to suggest any alternatives, value-added options, ideas, or opportunities that may benefit the University, the project, or the service. This may include ideas regarding implementation timelines, alternative approaches, innovative products or techniques, alternative goals, deliverables, methodologies, etc., provided these alternatives are responsive to the intent and goals of this service agreement.

These ideas must NOT be included in the base fee of the cost proposal (if there is any impact to cost). Proposers are advised to suggest relevant ideas that explain how they will reduce risk, reduce cost, save time, or increase the quality of services being offered. This Submittal Form requests a brief description of why the idea adds value to the University or service (what benefits or impacts the idea will bring in the short/long term). Do not make any reference to the proposed cost, but you may make reference to the potential impact to the cost and schedule in terms of estimated percentages (i.e., this idea can save approximately 5% to our total proposed cost).

3.6 COST AND FEE SCHEDULE (SUBMITTAL FORM F)

The Proposer must complete all information requested in this Submittal Form. The purpose of the Fee Schedule is to provide a standard format by which the Proposer submits to the University estimated costs (and attached supporting information) suitable for detailed review and analysis. The Proposer is not permitted to adjust or modify this form, and may not include additional rates, amounts, costs, information, exceptions, or limitations to their costs proposal.

Failure to meet these requirements may deem the Proposal to be non-responsive. Additional information is provided in the Submittal Form.

SECTION 4

EVALUATION CRITERIA AND PROCEDURES

4.1 STEP 1 – RESPONSIVE AND RESPONSIBLE

The University will review all submissions to determine compliance with mandatory submission requirements. The University reserves the right to clarify, or seek additional information, on any Proposal. Proposals deemed non-responsive will be eliminated from further consideration. Proposals that meet all mandatory requirements will proceed into Step 2.

4.2 STEP 2 – WRITTEN PROPOSAL EVALUATION

The Procurement Contact will assign an anonymous and unique code to each Proposal (that has passed Step 1). The anonymous Submittal Forms will be sent to an Evaluation Committee. No cost information, company information, or team information will be shared/provided to the Evaluation Committee members during this time period.

The Evaluation Committee is expected to contain approximately five (5) University employees, with varying degrees of experience with this particular type of project/service. The Evaluation Committee will independently review and score the anonymous Submittal Forms based on the degree to which the Proposal has met the requirements of the Submittal Form. The Evaluation Committee may also score the documents comparatively to one another. The Evaluators will submit their individual scores to the Procurement Contact, who will then average all of the evaluator scores for a particular Submittal Form.

The Procurement Contact will rank the Proposers based on the criteria shown below. The University will shortlist the top three (3) Proposers, who will be invited to conduct interviews. The University reserves the right to shortlist additional Proposers if their overall scores are within five percent (5%) of the third ranking Proposers score.

Criteria Weight

Experience & Qualifications 50

Approach & Methodology 100

Obstacles, Challenges, & Risks 200

Alternatives, Opportunities, & Innovation 100

Fee/Cost Proposal 250

Total Points: 700

4.3 STEP 3 – INTERVIEWS

The University will conduct interviews with the shortlisted Proposers, which will be evaluated and scored by the Evaluation Committee. The Proposer is responsible for assigning key personnel (individuals) to this project/service.

The Proposer is permitted to assign the same individual to multiple roles or assign different individuals to each of these roles. The University will conduct interviews with the following key personnel from each of the shortlisted Proposers, including:

i. Account Manager: Individual that will serve as the overall daily point of contact for this contract and lead for the execution of this service.

ii. BEC Lead: Individual that will serve as the lead point of contact for the BEC services.

iii. MEP Lead: Individual that will serve as the lead point of contact for the MEP services.

These individuals are expected to devote the greatest time commitment at the operational level (rather than an executive, partner, sales representative, or other staff that will be less directly involved in day-to-day operations). The individuals that are interviewed shall be the same personnel that will be assigned to these roles after award is made.

The Proposer will not be permitted to remove or replace these individuals during the first twelve (12) months of the Contract, unless requested and approved by the University (with the exception of uncontrollable events such as:

retirement, resignation, medical emergency, injury, sickness, or death).

Interviews are expected to last approximately 30 minutes per individual. The University may interview individuals separately (and not as a team). Interviewees may be asked questions regarding their experience, knowledge and understanding of the scope of work, obstacles and challenges, strategies, and their plan/approach.

The University expects to perform these interviews in-person (at the University) but may perform virtual interviews if necessary due to extraordinary circumstances. No other individuals (from the Proposers organization) can attend, participate, or observe the interviews. Interviewees may not bring notes or handouts.

No substitutes or proxies will be allowed. Individuals who fail to attend the interview will be given a “0” score, which may jeopardize the Proposers competitiveness. The University may provide additional information regarding the interview process to the shortlisted Proposers.

The Procurement Contact will rank the shortlisted Proposers based on the criteria shown below.

Criteria Weight

Experience & Qualifications 50

Approach & Methodology 100

Obstacles, Challenges, & Risks 200

Alternatives, Opportunities, & Innovation 100

Interviews 300

Fee/Cost Proposal 250

Total Points: 1,000

4.4 STEP 4 – COST REASONABLENESS

Based upon the final scores/ranking, the University will perform a cost-reasonableness assessment to identify the Proposer that will be invited into the Clarification and Negotiation Period. The Procurement Contact will perform the following:

‐ If the highest ranked Proposer’s Total Five (5) Year Firm-Fixed Cost is within five percent (5%) of the second highest ranked Proposer’s Total Five (5) Year Firm-Fixed Cost, the University will invite the highest ranked Proposer into the Clarification and Negotiation Period.

‐ If the highest ranked Proposer’s Total Five (5) Year Firm-Fixed Cost is greater than five percent (5%) higher than the second highest ranked Proposer’s Total Five (5) Year Firm-Fixed Cost, the University reserves the right (but is not required) to invite the second highest ranked Proposer into the Clarification and Negotiation Period.

4.5 STEP 5 – CONSIDERATIONS FOR MULTI-STAGE APPROACH

This RFP is part of a multi-stage procurement approach to outsource existing services at the University. This includes the following services:

1. Custodial Services (Main Campus) (RFP# 2023-0248)

2. Custodial Services (Athletics) (RFP# 2023-0249)

3. Grounds Services (Main Campus) (RFP# 2023-0250)

4. Grounds Services (Athletics) (RFP# 2023-0251)

5. Facilities Management Services (RFP# 2023-0252)

6. Baylor Energy Complex (BEC) and Mechanical, Electrical, and Plumbing Services (RFP# 2023-0253)

The University will award separate contracts for each of these RFP’s. The University will assess the financial and administrative impacts of awarding two or more contracts to a single Proposer.

4.6 STEP 6 – CLARIFICATION AND NEGOTIATION

The Clarification and Negotiation Period is conducted prior to the signing of a contract. There are two major efforts that will be performed in parallel to one another during this period.

Effort 1 - Contract Negotiations: The Proposer shall negotiate the contract terms and conditions with the University.

The Proposer is expected to perform the following activities:

a) Contract Exceptions – The Proposer shall provide all exceptions taken to the contractual terms and conditions outlined in Exhibit 1. Any exceptions or modifications are to be submitted in the following format:

1. Identify the statement/clause/requirement that the Proposer takes exception too

2. Identify why the statement/clause/requirement is unjust, unreasonable, etc.

3. Identify exactly what suggested changes should be made

The Proposer is cautioned to limit exceptions, conditions, and limitations to these provisions as they may be determined to be so significant/fundamental, that the University may reject the proposal. If the Proposer and the University fail to agree to terms, the University reserves the right to reject the proposal.

b) Contract Insurance Requirements – It is University’s policy that upon the award of a contract, the successful

Proposer shall provide evidence of insurance that complies with the insurance requirements of the contract and with University policies.

Effort 2 - Scope Clarification: The objective of the scope clarification period is to allow the apparent best-value Proposer an opportunity to clarify any assumptions, issues, or risks, and confirm that their proposal is accurate. The University’s objective is to have the project completed on time, without any cost increases, and with high customer satisfaction. It is the Proposer’s responsibility to ensure that the Proposer understands the University’s subjective expectations. The Proposer will be required to preplan the project in detail to ensure that there are no surprises, including (but not limited to) the following:

a) Deal-Breakers: Address or resolve any major risks, issues, concerns, obstacles, or deal-breakers that have been identified by the University.

b) Cost/Fee Proposal: The Proposer should clarify and validate their cost proposal and provide a detailed cost breakdown (major areas, phases, activities, etc.), clarify any ‘big-ticket’ items, and clarify any value-added options or alternatives. If the Proposer’s cost proposal is significantly different from the average cost proposal, the Proposer should explain the reasons why. The Proposer should identify any expectations regarding finances and payments. The Proposer is expected, in good faith, to incorporate in and submit any additional data, supporting schedules, or substantiation reasonably required.

c) Transitioning Plan and Schedule: Prepare a detailed plan and schedule of the transitioning period (with major milestones, tasks, activities, etc.). This should include any requirements that the University is expected to perform. The transition plan should include, but not be limited to staffing, equipment, vehicles, and training. The Proposer will provide a detailed plan addressing the use of existing service employees, including a detailed plan regarding the employees that are proposed for transition to employment with the Proposer.

d) Key Assumptions: Provide a summary of the major assumptions that have been made in preparing the proposal. This should include items/tasks that the Proposer has assumed University will perform, items/tasks required from the University, and items/tasks that have not been included in the proposal (items that the Proposer feels are outside the scope of work). This should also include any critical expectations, roles, or responsibilities that the Proposer has of University, University personnel, or other parties/organizations that are not contracted to by the Proposer.

e) Value Added Opportunities: Identify any alternatives or options to the scope that the University will incorporate. Identify and document the impacts to schedule, costs, staffing, and quality.

f) Risk Mitigation Approach: Identify all risks, activities, or concerns that may be unforeseen or not within the control of the Proposer. This is in additional to the “Obstacles, Challenges, & Risks” that were submitted with the Proposal. This should include everything (realistically) that may prevent the Proposer from being successful on this project/service. This may include proposer risks, University risks, other party risks, and unforeseen risks. Identify if there are any strategies to mitigate these items. Provide a plan of how unforeseen risks will be managed. Identify what (if anything) concerns you the most or is very unique about this project/service.

g) Training and Staffing Plan: Comprehensively explain how the Proposer will maintain adequate staffing, plan for staffing shortages, and the approach for training new staff. Provide a detailed plan of how key personnel will be replaced (should it become necessary) and address how institutional knowledge will be transferred.

h) Coordination: Coordinate the project/service with all critical parties, including, but not limited to the

University, subcontractors, subconsultants, suppliers, manufacturers, etc. Revisit the site(s) to perform any additional investigation.

i) Review Technical Requirements: Review any unique technical requirements with the University.

j) Financial Resources and Responsibility – Provide necessary information on the Proposer’s ability to meet its financial obligations. The Proposer may be required to provide the most recent three (3) years audited financial statements (Balance Sheet, Income Statement, and Cash-Flow Statement). Interim financial statements shall be signed and attested to by an authorized officer as a fair representation, in all material aspects, of the company’s financial condition in accordance with generally accepted accounting principles.

The University may request clarifications or additional documentation, other than the aforementioned documents as stated above.

k) Reference Verification – The University may request to conduct reference checks on the Proposer and the key personnel. The Proposer may be asked to provide a list of all current service contracts, along with any contracts lost during the past two years. The Proposer may be asked to provide three relevant references for each team member identified as key personnel. References should be on similar projects or services that closely match the size, complexity, and tasks described in the statement of work in this RFP. References must be from the end-client or users of the project or service, and not third-party consultants or an owner’s representatives. University may contact these references to gather information about their experiences and satisfaction with the ability of the key personnel identified to deliver high quality work. The University reserves the right to seek additional references independent of those supplied by the Proposer.

l) Metrics & Reports: Identify how the Proposer will track and document their performance on this contract.

This should include a monthly service report that tracks key metrics, and high-level (executive-level) performance metrics. Provide an example of how the metrics will be provided in MS Excel, with sample data.

Identify how the University will document this contract/service as a success. Identify if any benchmarking will be used.

m) Supplier Diversity: Baylor University is committed to achieving a diverse supplier base and increasing participation from Black, Indigenous and People of Color (BIPOC), veteran and women-owned enterprises, prioritizing local businesses throughout the University’s procurement efforts. The University is diligently working to identify and eliminate obstacles that may impede the success of these businesses in working with the institution and actively pursuing opportunities to foster and leverage strategic alliances with suppliers to advocate for their continued growth. Baylor University aims to broaden its pool of suppliers by developing strong business partnerships with diverse and local businesses, and by providing them with the opportunity to develop an identifiable presence within the campus community. Provide necessary information on the Proposer’s ability to meet the supplier diversity strategic plan and goals as well as any reports that may be available.

n) Provide Any Additional Requested Documentation: Provide any additional information that is requested by the University, which may include: a detailed project/work plan, proposed schedule of activities, testing plan, safety plan, operational plan, maintenance plan, warranties, contracts, bonding and insurance, background checks, etc.

The University will require the Proposer to conduct a clarification kickoff meeting within the first two (2) weeks of being notified by the University. The Proposer will lead the meeting and is expected to present and discuss the following information (at a minimum):

– Description of their plan/approach for project execution and management

– Address any major concerns or ‘deal-breakers’ provided by the University

– Address all project assumptions, focusing on issues or activities that the Proposer does not directly control and clearly identify any information or actions needed from the University to support successful project delivery.

– Discuss the transitioning period

– Review the cost proposal

– Discuss any value-added items or alternatives that the University should consider

– Propose a schedule for items that must be reviewed in detail and resolved during the remainder of the

Clarification and Negotiation Period.

The potential best value Proposer will be required to conduct and participate in several meetings throughout the Clarification and Negotiation Period (as needed and requested by the Proposer). Once all of the items/activities have been addressed and resolve, the Proposer will be required to hold a final summary meeting at the end of the Clarification Period. This meeting is to present a summary of the final details that were discussed and resolved during the clarification period. The Proposer will prepare and submit a Clarification Document that addresses all of the items requested by the University, which will become part of the Contract.

The University reserves the right, at its sole discretion, to negotiate with the potential best-value Proposer during the Clarification and Negotiation Period. This may include, but is not limited to, modifying the scope of the project (time, cost, quality, expectations, etc.), as well as addressing cost modifications resulting from selection for multiple scopes of services.

At any time during the Clarification and Negotiation Period, if the University is not satisfied with the progress being made by the invited Proposer, or if the Proposer and University fail to agree to terms or fail to execute a Contract, the University may terminate the Clarification and Negotiation Period activities and then commence a new Clarification and Negotiation Period with the next most favorable Proposer. This process will continue until an agreement is reached with a Proposer.

4.7 STEP 7 – AWARD PROCEDURES

No action of the University other than a written notice from the Procurement Contact to the Proposer, advising of acceptance of the proposal and the University’s intent to enter into an Agreement, shall constitute acceptance of the proposal.

SECTION 5

STATEMENT OF WORK

5.1 PROJECT SUMMARY

Baylor University is soliciting proposals from qualified Proposers with an established history of providing high-quality and cost-effective facility operation of mechanical, electrical, and plumbing trade services for operation of systems across campus including the maintenance and operation of the central Baylor Energy Complex system for chilled water and steam.

5.2 BACKGROUND INFORMATION

a) Baylor History

Baylor University was founded in 1845 and is in Waco, Texas. Today, Baylor University is the oldest institution of higher learning in the state and one of the largest Baptist Universities in the world. The mission of the University is to educate men and women for worldwide leadership and service by integrating academic excellence and Christian commitment within a caring community. The University’s vision in carrying out its mission is to become the foremost university in the world committed to excellence in Christian higher education, where faithful scholars and a caring staff prepare students for leadership and service in the 21st century.

b) Project Background

.1 Previous Contracts Over the past 30+ years, the University has outsourced the following services:

‐ Custodial, janitorial, and housekeeping across the University.

‐ Grounds and landscaping services across the University.

‐ General facility management services, which includes, but is not limited to painting, structural maintenance, event support, ceilings maintenance, carpet maintenance, etc.

‐ Operations and maintenance of the Baylor Energy Center (BEC), which includes mechanical, electrical, and plumbing services.

These services have performed by one overall service provider for over 20 years. The existing Contract for these services expires on May 31, 2024. The University will be issuing separate RFPs for these service areas in the summer of 2023. The objective of issuing separate RFP’s (versus one overall RFP) is to improve supplier diversity and maximize the value of services received in these areas.

.2 Existing Staff

The current provider has approximately 24 individuals on staff for MEP services and approximately 17 individuals on staff for BEC services.

.3 Facilities Management Department In August (2022), the University created an internal Facilities Management Department, which consists of 7 full-time University employees. This Department will be responsible for managing the new service Contracts.

See Exhibit 7 for an organizational chart.

.4 Master Plans

Baylor is currently developing a landscape master plan, a 5-year capital investment plan, a central utility plant master plan, and a facilities condition assessment (FCA). The efforts are in progress however the results will be shared and discussed with selected service providers.

.5 Opportunities

The University has NOT experienced any major failures regarding these services; however, the University has observed that the current operation and maintenance service provider has experienced some difficulties recruiting effective directors to lead the physical plant Mechanical, Electrical and Plumbing (MEP) programs including the Baylor Energy Complex (BEC). After the pandemic period, the labor market for experienced directors with technical skills became very tight, which has impacted the ability to attract the most qualified candidates. The service provider has also experienced several years of frequent management and technical staff turnover, as well as the increased MEP service demands of competitive academic programs. The University does not have any Key Performance Indicators (KPIs) to measure the performance of the existing operations and maintenance related to their BEC and MEP trades. We expect the proposer to be able to fully improve and support D1/R1 campus expectations with on-site residents year-round. Proposer must be able to work with a sense of urgency, high-level communication, utmost quality, while providing continuous improvement over the lifetime of the agreement.

5.3 BUDGET CONSTRAINTS

The University does not have an established budget for this service. However, the University is currently spending approximately $17 Million annually on BEC services, MEP services, AND facilities maintenance services.

5 .4 TIMELINE EXPECTATIONS AND CONTRACT TERM

The Contract will commence on June 1, 2024. The term of this Contract will be for five (5) years, with options for one

(1) year renewals for a total of no more than seven (7) years. Work shall commence on June 1st, 2024.

5.5 GENERAL REQUIREMENTS

.1 Compliance

The Proposer shall comply with all Federal, State, and Local regulatory requirements.

.2 Employees

The Proposer shall provide all management, staff, personnel, and labor that are necessary to provide the services requested in this RFP, including, but not limited to:

Corporate Management: The Proposer will assign management staff who will routinely review and inspect operations, fill staff vacancies, consult with University Representatives on current and future service programs, and act with full authority on Proposer’s behalf in all matters pertaining to the specifications of the Contract.

Account Manager: The Proposer shall provide a full-time individual who will be responsible for the day-to-day operation of the Contract (hereinafter referred to as the ‘Account Manager’). The Account Manager shall be the daily point of contact for the University. The Account Manager shall be located onsite Monday to Friday during the day shift. The Account Manager shall be in daily contact with the University's Representative so that any special requests for service and/or complaints may be addressed and met with the appropriate action. The Account Manager shall attend operational meetings as requested and shall also be available for inspections. The Account Manager must be fluent in English, with ability to communicate, follow, and be able to receive, give, and understand written and verbal instructions. The University shall retain the right to approve the selected Account Manager and request the replacement of the Proposer’s Account Manager, if warranted.

Supervisors: The Proposer shall provide adequate supervision (supervisor/manager) located on the job at all times whenever their staff is providing services on campus. These individuals shall be responsible to ensure completion of assigned duties, safe and proper work procedures, and effective productivity. The Supervision must be fluent in English, with ability to communicate, follow, and be able to receive, give, and understand written and verbal instructions. The University will not supervise Proposer’s employees, personnel or agents performing services.

Staff: The Proposer shall provide adequate staff of employees to successfully complete the services required in this RFP, including, but not limited to, customer service, technical skills, and knowledge in their assigned type of work. Examples of assigned types of work include, but are not limited to, the following:

‐ Electrical (high, medium, and low voltage) ‐ Plumbing

‐ HVAC

‐ Energy management system controls ‐ Utility plant operation ‐ CMMS management ‐ Underground utilities (The Proposer shall provide at least one (1) onsite staff member, specifically trained and knowledgeable, to serve as a subject matter expert and point of contact for locating underground utilities. This person shall be registered and/or recognized by the State of Texas 811 program as the point of contact for all sites covered under this Contract.

‐ Call Center ‐ Administrative support ‐ Customer service support

Licensing: The Proposer shall be required to have all State and Federal licenses and certifications required to provide the services for which they are submitting. For example: plumbing licenses, electrical licenses, chemical handling and management, EPA certifications, etc.

.3 Existing Service Employees

The University requests that all current service providers facilities employees be given an opportunity to interview with the Proposer for possible placement on this Contract.

a. Customer Relations and Communication The Proposer must develop, document, maintain, and communicate with key stakeholders the policies, processes, and procedures associated with their delivery of efficient and quality operations and maintenance services, including proper communication channels and service response expectations.

The Proposer must notify FM Department, in writing, before executing any work that could impact campus customers or operations. No disruptive work shall be executed without authorization from the Baylor FM Department. Scheduling of impact work must be coordinated with Baylor’s operational schedule and must be planned to minimize any potential impacts to campus customers or operations.

In general, for non-emergency situations, impact notices must be approved by Baylor FM and provided to customers at least 2 weeks in advance of any potential impact.

At research locations, for non-emergency situations, impact notices must be approved by Baylor FM and provided to customers at least 4 weeks in advance of any potential impact. Research locations will include, but not be limited to, the following: Baylor Science Building, and Baylor Research Innovation Center.

Any deviations from operational targets, safety protocols, and/or equipment inspections must be promptly corrected and reported to Baylor Facilities Management.

The Proposer will provide effective communication and coordination with major capital improvement initiatives that are directly managed by other entities. As necessary, the Proposer will be responsible to ensure timely, accurate, and thorough transfer and/or creation of equipment records, start-up performance data, maintenance plans / schedules, parts data, and warranty information to effectively transition from project execution into robust operational support. As a general rule, the Proposer shall ensure all new project information is entered into the CMMS (WebTMA) system within 30 days of project completion.

.4 Cell Phones The Proposer shall provide the Account Manager, Manager(s), and Supervisor(s) with mobile phones that permit telephone conversations and email throughout the day while on campus. Proposer shall share those phones contact information with the Facilities Management Department for immediate service needs and request.

.5 Uniforms

The Proposer shall provide uniforms to all employees that are on campus. The employees shall wear the uniform while performing their duties on campus. The uniforms shall contain the Proposer’s logo and company name. All uniforms will be neat, clean, well-pressed and in good condition. Uniforms may require prior approval by the authorized University’s representative. Use of a Baylor University logo and/or trademark will require prior authorization before it may be used.

.6 Badging The Proposer shall provide identification badges to all employees that are on campus. The employees shall wear the badges at all times while performing their duties on campus.

.7 Vehicle Logos

The Proposer shall provide their company name, logo, and vehicle number on all vehicles that will be assigned to this Contract. Use of the Baylor University logo and/or trademark is not authorized for placement of Proposer vehicles.

.8 Parking

The University will provide the Proposer with parking of Proposer-owned or operated vehicles. The Proposer shall park their vehicles in designated (non-reserved) parking spaces as needed across campus. The primary parking lot set aside for company vehicles will be at the University’s Physical Plant building located on 1st Street.

Employees of the Proposer who intend to park their personal vehicles on Baylor property are required to follow University parking requirements to obtain a campus-parking permit. Parking permits are currently free at this time for faculty, staff, and Proposers. The Proposer employees are responsible for acquiring permits and charges for any violations. The University is not responsible for and will not reimburse the Proposer or its employees for any parking fees or tickets received on campus.

.9 Keys and Access

Keys and access cards shall be issued to the Proposer as required for each facility. Employees are prohibited from accessing buildings, facilities, rooms, etc., unless on official duty. All keys and access cards shall be returned by all employees at the end of each shift and stored in a lockbox in a secured location(s) satisfactory to the University. All keys or access cards issued to the Proposer’s employees shall be securely affixed to the person.

The Proposer shall ensure that all keys and access cards issued are protected from loss and/or copying or any other form of misuse or abuse. The Proposer shall be liable for all costs resulting from any lost keys and access cards, which may include re-keying of a complete facility.

The Proposer and its employees are responsible for following University and/or departmental procedures for accessing certain areas on campus such as research labs, practice labs, residence rooms and spaces, and performance venues.

.10 Product, Materials, and Supplies

The Proposer shall provide all products, materials, and supplies that are necessary to perform the services requested in this RFP.

All supplies and materials, including system components, parts, lubricants, refrigerants, etc., necessary for planned maintenance shall be supplied by the Proposer.