ESBD_File_331667_Addendum #1 - BEC MEP 8.22.2023.pdf

Addendum #1

Project Name: Baylor Energy Complex (BEC) and Mechanical, Electrical, and Plumbing (MEP) Services RFP Number: 2023-0253

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.

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

7. Section 3 Proposal Contents: Section 3.6: Cost and Fee Schedule (Submittal Form F) In this section it states, "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. Please clarify what (and attached supporting information) is acceptable for submittal.

In Section 3.6, please delete the “(and attached supporting information)” from the instructions. No additional costing information should be attached to Submittal Form F

8. I had a question on Submittal Form B. The directions state: 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. In order to rightfully display/share the experience of this manager and team, we feel it's necessary to mention Baylor.

As instructed in Section 2.6, Submittal Form B 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). This includes identifying or listing Baylor University. The information in this Submittal Form must be anonymous. You can mention that your key personnel have experience working for “a University”, but you cannot identify the name of the University. You can identify the metrics that they helped accomplish for “a University”, but you cannot identify the name of the University.

Scope Questions

9. We noticed that the BEC RFP lists ~9.4M sq ft., and the combined custodial RFPs list a combined ~5.8M sq. ft. in scope. We assume this is due to much of the housing and dorm space being out of scope (not cleaning rooms, etc., and limited to common space). Additionally, we assume that some of the described delta is due to the fact that the figures provided for the custodial RFPs are based on cleanable square footage. To that end, can you confirm the square footage and the nature of the difference in these items?

Areas provided in the Custodial RFP’s (approx. 5.8M sq ft) are based on cleanable square footage.

Areas provided in the MEP/BEC RFP (approx. 9.4M sq ft) are total building square footage.

10. For reference, please find below the contact information for the local Siemens account executive.

Garrett Reed Siemens – Smart Infrastructure Division 12515-7 Research Blvd, Suite 250 Austin, TX 78759

(512) 591-6872

11. What level of support will be required / expected for non-Baylor events held after-hours at venues such as the Foster Pavilion, the Ferrell Center, Waco Hall, McLane Stadium, etc? Is support of non-Baylor events to be included within the base service scope, or would this support be billable outside of the base service scope?

Support requests for non-Baylor events will be handled with the selected service provider on a case-by-case basis. If a non-Baylor event can be supported within the normal campus staffing plan without negatively affecting campus operations (i.e., no dedicated staffing required), no additional cost or effort is expected. If a non-Baylor event requires additional dedicated support, those efforts may be separately billable.

12. Please clarify service responsibility for kitchen / food prep equipment at the athletics venues.

Equipment Location Responsible Party

Baylor Club (Club Corp) Kitchen McLane Stadium Club Corp

Catering Kitchen McLane Stadium MEP / BEC

Concessions All Other (concessions contract)

13. Section 5.5.21 Subcontracts - Please confirm that Baylor will hold elevator contract directly.

Yes, it is Baylor’s current intention to hold the elevator service contract directly. However, if the MEP / BEC Contractor can execute that work in a differentiating manner, Baylor is willing to entertain that as a proposal alternate.

14. How should costs for campus badging and background checks be handled?

Baylor will cover costs associated with campus security badging. Costs associated with background checks will be the responsibility of the selected service provider.

15. Are there any special background check requirements based on residential living situation?

Refer to Exhibit 1.

16. What is expected for covering personnel absences?

The selected service provider is expected to provide the appropriate level of staffing to meet the performance terms of the contract.

17. Please note the requirements for pre-coordinating entrance into / around research facilities.

This will be discussed at clarification stage.

18. Please clarify who will be responsible for the building supplies needed to maintain the buildings?

The contractor will be responsible for all supplies needed to execute the contract. Any existing supplies will be discussed in the clarification stage.

19. Section 5.2.4, Master Plans - Will we have an opportunity to develop a deficiency report, or should we just rely on the facility condition assessment that is being developed?

Per the RFP document, an FCA and multiple campus planning efforts are in-progress. Results of those activities will be shared and discussed with the selected service provider.

20. Section 5.5.14, Computers, Software, & University Systems – Please provide all costs that are associated with WebTMA (Platform, license/user, etc.).

All software costs related to webTMA will be the responsibility of Baylor. All hardware costs will be the responsibility of the selected service provider.

21. Section 5.5.21 Subcontracts – Please verify Baylor University currently holds and will remain contract holders over elevators, escalators, and all fire life safety systems?

It is Baylor’s current intention to hold the referenced service contracts directly. However, if the MEP / BEC Contractor can execute that work in a differentiating manner, Baylor is willing to entertain that as a proposal alternate.

22. Section 5.6.11 HVAC/R Systems Maintenance – Please verify oil analysis will need to be performed monthly on all chillers?

Chiller oil analysis frequency may be revised to quarterly, pending clarification discussion between Baylor and the selected service provider.

23. Section 5.6.11 HVAC/R Systems Maintenance – Please provide the date of the most recent Eddy current test.

It has been at least 5 years since eddy current testing was performed comprehensively on the BEC chillers.

24. Section 5.6.8 Fuel systems - Is the contractor responsible for the cost of fuel deliveries and refueling tanks during normal and emergency operations?

Baylor will be responsible for costs associated with emergency fuel deliveries to the BEC and campus generators.

The selected service provider will be responsible for costs associated with all normal fueling / refueling operations.

The selected service provider will be responsible to coordinate logistics for both normal and emergency operations.

25. Section 5.5.3.6, Badging - What costs and requirements are associated with badging and background checks?

Baylor will cover costs associated with campus security badging. Costs associated with background checks will be the responsibility of the selected service provider.

26. Section 5.5.3.15, Timing, Hours of Operation, Service Schedules - Do the MEP and FM labor hours cover Paid Events?

Support requests for non-Baylor “Paid” events will be handled with the selected service provider on a case-by-case basis. If a non-Baylor event can be supported within the normal campus staffing plan without negatively affecting campus operations (i.e., no dedicated staffing required), no additional cost or effort is expected. If a non-Baylor event requires additional dedicated support, those efforts may be separately billable.

27. Section 5.6.10, Electrical Systems Maintenance Services - Can you please provide a one line of electrical substation and BEC? What is the expected emergency response time for the substation?

Campus electrical one-line (pdf) drawing: If you would like a copy of this drawing, please e-mail rfx@baylor.edu.

BEC electrical (pdf) drawing: If you would like a copy of this drawing, please e-mail rfx@baylor.edu.

The selected service provider is expected to provide onsite response to all substation and electrical utility power outages within one-half hour, or less, of notification.

28. Section 5.5.2, Employees, Licensing - Do any of the research buildings on campus have Biohazardous Materials as part of their research? If so, there needs to be a licensed facilities technician with an SRA-FD-961 to work on the equipment. Process involves an FBI background check.

Biohazardous materials are maintained by 3rd party service contractors and technicians, either those hired by the director of the BSB, the research faculty member, or, more typically, by Baylor’s EHS department. There will be no MEP/BEC staff involvement required for working on equipment with biohazard exposure.

29. Is all current lighting on a lighting control system?

Currently, the campus buildings are about 50-50 when it comes to having and using some type of lighting control system. Existing lighting controls include, but are not limited to, dimming systems, occupancy sensors, and other total building lighting controls, such as Traxon & Horton Controls.

30. Do any of the research buildings on campus have biohazard materials as part of the research?

Biohazardous materials are maintained by 3rd party service contractors and technicians, either those hired by the director of the BSB, the research faculty member, or, more typically, by Baylor’s EHS department. There will be no MEP/BEC staff involvement required for working on equipment with biohazard exposure.

31. Where does grounds and facilities meet and stop as far as hardscapes, concrete, painting, etc.…?

Grounds does not have any painting responsibilities. However, all of the FLAT hardscape features (pavers, concrete etc.) belong to grounds for cleaning. FM for maintenance/repair.

32. Can you provide an equipment list of vehicles, major equipment, lifts and tools that will be available to the new vendor?

Generally, service vehicles, equipment, and tools are owned by the current service provider.

33. To clarify, we should propose using new equipment, new vehicles versus making the assumption that these items will be made available from the incumbent?

Generally, service vehicles, equipment, and tools are owned by the current service provider. The selected service provider will be responsible for providing all vehicles, equipment, and tools necessary to execute the contract.

34. Are buildings outside of the main campus on the same Siemens system, or are they on a stand-alone network?

Generally, off-campus buildings are stand-alone.

35. Has there been an asbestos report done for all buildings on campus? If so, will it be made available upon contract award?

All asbestos surveys will be the responsibility of the Baylor Facilities Management Department (BFMD) and will be conducted according to the requirements of Federal and State regulations prior to the commencement of any renovation, demolition, or maintenance activity involving a University-owned building; component of a University-owned building and/or a building scheduled to be purchased by the University.

In the event of a disturbance of confirmed or suspected asbestos containing material (ACM), all work will stop, and that area will be isolated or otherwise protected from additional disturbance or personnel access. BFMD shall be notified immediately, and that department’s representative will provide recommended responsive actions to the disturbed ACM area.

All maintenance personnel with the potential to encounter an ACM during their normal work assignment are required to have annual asbestos awareness training. Annual awareness training is to be provided by the selected service provider. Any questions about ACM’s will be answered through the University’s work order (WO) system.

Copies of all documentation related to asbestos activities, including the consultant and contractor final reports and waste disposal manifests, will be filed with the BFMD. The BFMD will be responsible for maintaining and archiving all asbestos related documentation for the time mandated by federal regulatory requirements.

36. Can you provide a list of customized light fixtures?

The memorial light poles are custom-designed and fabricated for Baylor.

37. Are we responsible for providing the access cards for the card readers on campus?

The selected service provider is not responsible for providing access cards.

38. Do you have a current pay range by position? This is to ensure that we have the right wages set for retention.

No. The selected service provider is responsible for determining wages.

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